Islands Trust Executive Committee special meeting, October 29, 2025

[0:00:07] Trustee Patrick: all right and we're ready

[0:00:10] Trustee Patrick: to patrick all right thank you very much well i'd like to

[0:00:14] Trustee Patrick: uh call to order this uh meeting of the executive committee before we start i'd really like to

[0:00:22] Trustee Patrick: welcome back the staff following being off on the bcgu strike we're so pleased to have you back in

[0:00:30] Trustee Patrick: in the office and can't wait to be working with you all again. We begin by acknowledging that we

[0:00:40] Trustee Patrick: are meeting on the unceded and treaty territories of many Coast Salish First Nations. We affirm our

[0:00:45] Trustee Patrick: commitment to work in the spirit of partnership and respect with all First Nations whose

[0:00:50] Trustee Patrick: territories include the Islands Trust Area. I wish to expressly acknowledge and honor the

[0:00:57] Trustee Patrick: the Kwatsen Nation's public statement of October 27th,

[0:01:01] Trustee Patrick: in which they responded to misleading and false information

[0:01:04] Trustee Patrick: that is circulating around their Aboriginal title case filing.

[0:01:09] Trustee Patrick: I recognize and respect the Nation's clear message

[0:01:11] Trustee Patrick: that their title case is not directed toward individual private landowners,

[0:01:16] Trustee Patrick: but rather seeks to address the Crown's historic and ongoing role

[0:01:19] Trustee Patrick: in relation to the Kwatsenit lands.

[0:01:22] Trustee Patrick: I believe that I can say that the Islands Trust stands with the Nation

[0:01:25] Trustee Patrick: and calling for accurate understanding, respectful dialogue, and a commitment to truth as the

[0:01:31] Trustee Patrick: foundation for reconciliation. I also, just on a personal note, as today we have this horrendous

[0:01:40] Trustee Patrick: hurricane that is continuing to go through the Caribbean, and my heart goes out to the people

[0:01:45] Trustee Patrick: of Jamaica in particular that I have worked closely with in environmental protection on their

[0:01:49] Trustee Patrick: coast in the Montego Bay area. And my heart goes out to the destruction that they've been suffering

[0:01:56] Trustee Patrick: the last few days. And I hope everyone is safe. Trustees, our vice chairs, we have an agenda

[0:02:04] Trustee Patrick: before us. I do recognize we have the late item 5.2, the minutes that you should have received

[0:02:11] Trustee Patrick: in your email. There are some appendixes that go with this agenda. Are there any additions or

[0:02:17] Trustee Patrick: changes to this agenda? Director Cermak.

[0:02:24] Voice 6: Good morning, everybody. Good morning, Chair.

[0:02:26] Voice 6: Thank you. I just realized that there's a business case missing from your agenda package,

[0:02:33] Voice 6: which you would have seen at the Financial Planning Committee. That is regarding the

[0:02:37] Voice 6: Planning Services Co-op position. It's a business case. So, through the Chair, if I could walk that

[0:02:45] Voice 6: point of discussion later on and um yeah just thought i'd bring it to your attention now thank

[0:02:52] Trustee Patrick: you all right are there any other additions or changes to the agenda can we approve the agenda

[0:03:01] Trustee Patrick: as amended through general consent thank you okay um i'm just going to move on we do have some

[0:03:10] Trustee Patrick: context notes here but those are for us to consider in a later item in the agenda so i'm going to move

[0:03:18] Trustee Patrick: on to item 5.1 which is the uh just the special meeting minutes or perhaps or resolution without

[0:03:27] Trustee Patrick: meeting that's just here for us to receive for information item 5.2 is the draft committee

[0:03:34] Trustee Patrick: meeting minutes of october 1st that we would have received an email and thank you alexandra for

[0:03:39] Trustee Patrick: putting that up on the screen i hope all of you have had a chance to read that are there any

[0:03:44] Trustee Patrick: any additions or corrections to these minutes. Not going to be approved those through general

[0:03:50] Trustee Patrick: consent. Thank you. So this brings us into the follow-up action list and updates that is in the

[0:03:58] Trustee Patrick: agenda beginning on page seven. While I scroll up to page seven, I'm going to turn this section

[0:04:08] Trustee Patrick: over to CAO Brony to lead us through this section. So over to you.

[0:04:14] Voice 7: Thank you, Chair. As far as the

[0:04:16] Voice 7: the follow-up action items on my list.

[0:04:19] Voice 7: Nothing significant to note there

[0:04:21] Voice 7: by way of just a quick report from me.

[0:04:24] Voice 7: As you acknowledged,

[0:04:25] Voice 7: the most significant piece for us in the last week

[0:04:29] Voice 7: has been the tentative agreement with BCGEU,

[0:04:32] Voice 7: which has brought an end to the strike action

[0:04:34] Voice 7: that affected our staff

[0:04:36] Voice 7: and also PEA staff who were on strike have also,

[0:04:41] Voice 7: while their negotiations continue,

[0:04:43] Voice 7: have returned to work as well.

[0:04:44] Voice 7: So we're very grateful to have welcomed folks back on Monday.

[0:04:48] Voice 7: My thanks to the excluded staff also who kept the lights on over the last three weeks.

[0:04:54] Voice 7: Obviously, we have to wait now for the ratification process to proceed.

[0:04:58] Voice 7: So we'll wait for the outcome of that.

[0:05:01] Voice 7: But right now, the priority for everyone is to work through the catch up and clean out inboxes and catch up on the work from the last three weeks.

[0:05:10] Voice 7: weeks. Unfortunately, of course, we had to cancel a number of LTC and committee meetings as a

[0:05:15] Voice 7: result, but we're working toward resuming normal business as soon as possible. And my thanks as

[0:05:20] Voice 7: well to all the trustees for your flexibility and support during that unusual circumstance over the

[0:05:25] Voice 7: last few weeks. Assuming we get now back to normal as quickly as possible, we're also shifting our

[0:05:32] Voice 7: focus to prep for Trust Council, which is only five weeks away, I think. And a mere 353 days

[0:05:39] Voice 7: days away is the 2026 election as well. So we're starting to turn our minds towards preparation

[0:05:43] Voice 7: for that. And unless there's any questions from the committee members on the fuel items for me,

[0:05:51] Voice 7: we can move on then to Director of Legislative and Information Services.

[0:05:57] Voice 7: Go ahead.

[0:06:07] Voice 5: Okay, thank you. And good morning. Page eight is the pop-up action list. Just very quickly,

[0:06:16] Voice 5: Most of these items are aiming for December, and we may have to push some back just on

[0:06:22] Voice 5: time, but we'll have a look at which ones we can do.

[0:06:26] Voice 5: The first item is joint work with the Director of Trust Area Services, and we

[0:06:32] Voice 5: hope to do

[0:06:32] Voice 5: something on that shortly.

[0:06:36] Voice 5: The second item, the Primer, I'll be working with Alex on getting something for you on

[0:06:43] Voice 5: that item.

[0:06:44] Voice 5: The third one there, which says 91% complete,

[0:06:48] Voice 5: the final piece to that will be the session with Rhys Harding on November 17th.

[0:06:55] Voice 5: So this can then be marked as complete,

[0:06:58] Voice 5: and then an executive can decide if there's any additional work in this area

[0:07:03] Voice 5: that you would like to happen.

[0:07:07] Voice 5: Item number four is policy work, and item number five is policy work.

[0:07:13] Voice 5: and the Governance Committee has policy work as one of its priorities

[0:07:19] Voice 5: and we are working on that.

[0:07:22] Voice 5: We have some funding this fiscal and there's a budget case

[0:07:26] Voice 5: for next fiscal to provide some administrative support

[0:07:30] Voice 5: so that we can focus on getting some of those policies updated.

[0:07:36] Voice 5: So what I would like to do is that number five especially,

[0:07:40] Voice 5: especially resolutions without meeting is take that through governance committee

[0:07:44] Voice 5: and then bring it to executive committee just so that we're not tripping over

[0:07:49] Voice 5: two different committees and amending policies without one committee knowing

[0:07:53] Voice 5: what the other one's doing.

[0:07:55] Voice 5: And we actually have drafted a revised resolution without meeting policy that

[0:08:03] Voice 5: combines the different ones that we currently have and also brings it up to

[0:08:08] Voice 5: to date in respect to legislation and current

[0:08:12] Voice 5: practices. So hopefully you'll be seeing that at the next

[0:08:16] Voice 5: executive meeting, and we should be able to take that one to Trust Council

[0:08:20] Voice 5: in December for sure. Yeah, so that's it. I don't have much

[0:08:25] Voice 5: else to add beyond the follow-up action list. We are

[0:08:29] Voice 5: constantly monitoring legislation, and we'll let you know as things come

[0:08:33] Voice 5: up on that to impact the trust area.

[0:08:36] Voice 5: And as Cecile said, I'll be certainly turning my mind to setting up and getting ready for

[0:08:47] Voice 5: the election.

[0:08:48] Voice 5: There's a long runway to do that.

[0:08:52] Voice 5: We'll probably get that started in December.

[0:08:56] Voice 5: In December, UBCM or LGMA put out their information packages and things like that for the election

[0:09:09] Voice 5: in December.

[0:09:11] Voice 5: So that's when things will start to ramp up.

[0:09:14] Voice 5: So I'll give you more information on what that will look like, including the timeline,

[0:09:18] Voice 5: probably in December, and then

[0:09:20] Voice 5: we'll start operating that over the next year.

[0:09:24] Voice 5: Okay.

[0:09:24] Voice 5: Okay. And unless there's any questions, back to the chair. Thank you.

[0:09:30] Trustee Patrick: Thank you. Director Marler, should we leave that item number five on, or should we remove that off of this list if it's on another committee?

[0:09:40] Voice 5: You don't need to do anything. I will just mark this complete on November 17th, and then it will just drop off.

[0:09:46] Voice 5: You'll see it again as complete, and then we'll just take it off here.

[0:09:50] Voice 5: And if there's any further direction in relation to code of conduct, it will go on as a new follow-up action item.

[0:09:57] Voice 5: All

[0:09:58] Trustee Patrick: right. Well, thank you. Any other questions? Vice Chair Elliott?

[0:10:05] Voice 10: So the legislative monitoring report, I think, is now in your quarter. Is there going to be some version of that for this trust council? Or how are we handling the legislative monitoring and updates?

[0:10:20] Voice 10: dates yeah

[0:10:23] Voice 5: it's actually um i think uh director frader and i have kind of been jointly looking

[0:10:31] Voice 5: after that um we can have a look at that and see if we've got the um the resources to bring

[0:10:37] Voice 5: something to you it's a fairly um labor intensive job to go through and make sure it's up to date

[0:10:44] Voice 5: and also making sure it's relevant and whether or not providing it is relevant to council

[0:10:51] Voice 5: or not. So that's always been the question is, you know, is it really useful or does

[0:10:58] Voice 5: it make more sense for me to provide an update in the director report as legislation comes

[0:11:05] Voice 5: up, the more impactful piece of legislation that directly impact our operations. So something

[0:11:15] Voice 5: to think about. So that's kind of a long-winded answer to say I'm not really sure if we'll

[0:11:20] Voice 5: It will have the capacity to bring it to December, but we can certainly try.

[0:11:26] Trustee Patrick: Thank you.

[0:11:27] Trustee Patrick: Chair Brumming.

[0:11:28] Voice 7: Yeah, thank you, Chair.

[0:11:29] Voice 7: I'll just add to that.

[0:11:30] Voice 7: I think while we may not have the capacity to do the full report, certainly we can, as

[0:11:35] Voice 7: Director Marler has acknowledged, at least in his report, provide an update on some of

[0:11:39] Voice 7: the key relevant provincial legislation that is now working its way through the legislative

[0:11:44] Voice 7: process, and we'll have concluded the fall session by the time we get to December Trust

[0:11:48] Voice 7: Council, so we should be able to provide an update on some of those priority pieces that

[0:11:52] Voice 7: obviously do have a fairly direct impact on our policy context.

[0:11:59] Trustee Patrick: Vice Chair Elliott, just a

[0:12:01] Voice 10: quick follow-up.

[0:12:02] Voice 10: I'd love to see if in future this could be a rolling update on our website.

[0:12:11] Voice 10: I don't know where our website's at or how we're able to communicate, but if there's

[0:12:16] Voice 10: was a way to simplify it so it wasn't a giant um update in the form of a pdf you know twice a year

[0:12:23] Voice 10: that but you know there's there's there's sections that could be updated as there's new things coming

[0:12:30] Voice 10: i don't know if there's just a different way that we could approach it that's more efficient but

[0:12:34] Voice 10: um not not for right now thanks for the answers yeah

[0:12:39] Voice 7: we can look for up look at options for that

[0:12:40] Voice 7: for sure thanks all right

[0:12:42] Trustee Patrick: thank you i'll

[0:12:43] Voice 7: continue on okay i see no further questions i'll go over

[0:12:47] Voice 7: to director Cermak then for planning services follow-up action report good morning everybody

[0:12:54] Voice 6: uh through the chair i have there are five items there with my name to it uh number one is you know

[0:13:01] Voice 6: we're still working on the work plan and setting up meetings with first nations and developing

[0:13:05] Voice 6: communication materials um you know having staff back there's a there'll be a renewed interest and

[0:13:10] Voice 6: push for that number two uh could be almost 100 further than 91 director uh oh i don't want to

[0:13:18] Voice 6: mess up the name, Rabinovich, has been invited to Next Trust Council meeting. Thank you to Alex for

[0:13:26] Voice 6: following up with that just this week. So setting up a date and time for that.

[0:13:32] Voice 6: Now that we have all LTCs back and fully functioning, we can get the staff to afford

[0:13:37] Voice 6: the short-term rental accommodation. Sorry, that was put on a side burner. And once I finally took

[0:13:42] Voice 6: my attention to it, I wasn't confident that we were going to have meetings. So that can be

[0:13:47] Voice 6: be actioned pretty quick and the last two are done so happy to answer any questions any questions

[0:13:57] Trustee Patrick: well you're off easy today continue on see you ronnie so

[0:14:01] Voice 7: far he's off easy the meeting has only

[0:14:04] Voice 7: just begun um thank you uh director mobs uh is going to be joining us a little bit later in this

[0:14:09] Voice 7: meeting she only has the the one item um director freighter can probably speak to that if there are

[0:14:13] Voice 7: any questions um and obviously director mobs uh between helping sort of manage the outcome around

[0:14:21] Voice 7: the the strike situation but also the budget um is very much our focus right now as we prepare for

[0:14:26] Voice 7: bringing that forward to trust council in december and if there's no

[0:14:34] Voice 7: questions on that

[0:14:34] Voice 7: thank you chair we'll move on then to director freighter and also i know our senior indigenous

[0:14:39] Voice 7: relations advisor joe elliott is here so i'll turn it over to them to walk through their uh

[0:14:43] Voice 7: fuel items. Thanks.

[0:14:46] Voice 8: Thank you. Thank you, Executive Committee. I don't have any particular

[0:14:49] Voice 8: updates to offer you this morning, but would be happy to answer questions. And if there are

[0:14:53] Voice 8: questions relating to items that I share with Joe Elliott, certainly I could turn those to him to

[0:14:58] Voice 8: answer.

[0:15:04] Trustee Patrick: Looks like carry on.

[0:15:09] Voice 8: Thank you. And if I might, Chair, I'll just invite Joe to provide

[0:15:13] Voice 8: any updates that he feels would be warranted.

[0:15:19] Voice 2: I don't have anything right now. I'm just glad to

[0:15:22] Voice 2: to be back and i'm looking forward to listen to the meeting so thank you thank

[0:15:25] Voice 8: you thank you

[0:15:27] Voice 8: i

[0:15:32] Voice 7: think that brings us to the end of the follow-up action and reports then chair thank you all right

[0:15:38] Trustee Patrick: just look to vice chairs any final questions no all right well we're gonna move on then to our

[0:15:45] Trustee Patrick: local um trust committee chair updates uh as we got to go all the way back to october 1st was our

[0:15:52] Trustee Patrick: our last meeting so there's been a number of meetings here um so i'm going to go around

[0:16:00] Trustee Patrick: if you could update us on your meetings from the act all of october basically except for october

[0:16:06] Trustee Patrick: 1st that would be great so i'm going to go with uh i'm going to start with the vice chair mod who

[0:16:12] Trustee Patrick: had to fill in for a number of these meetings this month so over to you oh

[0:16:16] Trustee Maude: my goodness we're

[0:16:17] Trustee Maude: doing the way back machine okay um if i can recall correctly um

[0:16:23] Trustee Patrick: you got you've got north pender you've

[0:16:25] Trustee Patrick: got uh gabriela galliano and salt spring my

[0:16:32] Trustee Maude: goodness it's uh well it sounds like i've been

[0:16:34] Trustee Maude: a busy boy um not a lot of highlights on north pender um it was a fairly straightforward uh

[0:16:41] Trustee Maude: meeting um i just i'm struggling to sort of remember if there's anything in particular

[0:16:47] Trustee Maude: that came out of that meeting but i don't believe so um i believe the next one was galliano um

[0:16:55] Trustee Maude: galliano i was substituting it for you chair patrick um it was uh again gabriela

[0:17:00] Trustee Patrick: gabriela

[0:17:02] Trustee Maude: well but i don't but um oh no no galliano i'm sorry that was for vice chair peterson

[0:17:07] Trustee Maude: i lose track of all these wonderful people i've been helping out um galliano um was a fairly

[0:17:15] Trustee Maude: straightforward meeting it was one of the initial meetings that took place after the strike action

[0:17:22] Trustee Maude: so had to pair quite a bit out of the agenda the only highlight out of that one in particular was

[0:17:30] Trustee Maude: there was an application to remove a covenant on a forest block plant development new ownership and

[0:17:41] Trustee Maude: And they discovered this ancient covenant that on a forest lot, which, of course, is a lot that is designed for forestry, that actually prevented tree cutting.

[0:17:55] Trustee Maude: Nobody can figure out the origins or the rationale for that covenant.

[0:18:01] Trustee Maude: And the landowner wished to have that removed.

[0:18:04] Trustee Maude: And the LTC approved that.

[0:18:08] Trustee Maude: um it's it would be interesting to know the history on it um it was it's just sort of

[0:18:14] Trustee Maude: fascinating thing that happens on our little islands that they happened many many many years

[0:18:19] Trustee Maude: ago and there's probably a very very good reason but nobody can remember what that very very good

[0:18:22] Trustee Maude: reason was um then we'll move on to gabriola um um gabriola was again the um with the northern

[0:18:32] Trustee Maude: office that took place on the day of the strike action for the northern office so a little bit

[0:18:38] Trustee Maude: bit of a different format there. I had to remove a few things from the agenda. The big issue on

[0:18:45] Trustee Maude: that island was actually a non-LTC issue with the regional district of Nanaimo having concerns over

[0:18:52] Trustee Maude: some cob homes and permitting issues and such. And there were orders for the removal of these

[0:19:01] Trustee Maude: buildings. So we had a fairly substantial contingent in the hall. My count in the room,

[0:19:09] Trustee Maude: which is as far as I can see, was just over 80 people. I think staff subsequently in looking

[0:19:17] Trustee Maude: outside the windows and such were around the 100 to 120 people attendance. So Trustee Yates

[0:19:23] Trustee Maude: advises it's the largest LTC meeting that's ever occurred. But as I noted, it really wasn't

[0:19:30] Trustee Maude: um an issue before the ltc um yet the the town hall um with the permission of the trustees

[0:19:39] Trustee Maude: um extended out for a considerable amount of time while we allowed um people to sort of express

[0:19:46] Trustee Maude: their concerns um what was effective um in that engagement was the regional director was actually

[0:19:53] Trustee Maude: in the room um she was there presenting um an update to the ltc at the beginning of the meeting

[0:19:59] Trustee Maude: she finished her update and went and sat in the back of the room and was given the opportunity

[0:20:04] Trustee Maude: to hear these concerns from the community um it was a long long um town hall um but afterwards um

[0:20:17] Trustee Maude: the director did come up to me and thank me for the opportunity um it's uh i guess it's it's one

[0:20:24] Trustee Maude: of those things within the rdn it's hard sort of to make these type of delegations particularly

[0:20:28] Trustee Maude: with their meetings in Nanaimo. So I think for the community, it worked very, very well. It was

[0:20:34] Trustee Maude: very important to the LTC that they pass some motions in support of the preservation of these

[0:20:44] Trustee Maude: structures, because they're truly workplace housing, workforce housings, that is very,

[0:20:51] Trustee Maude: very economical and very much needed on the island um so that was uh quite good um i don't know um

[0:20:59] Trustee Maude: vice general was there anything else in particular in that meeting that you wanted to highlight

[0:21:04] Voice 10: um no um i think there's um there were some challenging statements made

[0:21:11] Voice 10: um about an issue that was not before the ltc uh and we're sort of dealing with that uh questions

[0:21:20] Voice 10: from the media about that but yeah i think you handled it very well and um i i i do think we

[0:21:28] Voice 10: need to be um more mindful of when a full house um is there that we we have to direct people to

[0:21:39] Voice 10: sort of you know not stand behind the the table of trustees and staff and sort of crowd around

[0:21:46] Voice 10: That was a bit uncomfortable, I'm sure, for you stepping into that.

[0:21:51] Voice 10: So we'll just have to manage that a little bit more.

[0:21:53] Voice 10: But I wouldn't expect the hall to be as full.

[0:21:56] Voice 10: It was extraordinary.

[0:21:58] Voice 10: And thanks for handling it as well as you did.

[0:22:02] Trustee Maude: Well, it was definitely unexpected, literally coming in cold.

[0:22:06] Trustee Maude: I really appreciate the latitude of the trustees and staff.

[0:22:10] Trustee Maude: staff um it's one of those those times as chair is that you kind of have to roll with it um is

[0:22:17] Trustee Maude: normally speaking um these the town hall sessions are supposed to be about issues that are directly

[0:22:24] Trustee Maude: to do with the ltc um and this one certainly was off in the in the weeds a little bit

[0:22:31] Trustee Maude: but but for me it was quite informative um certainly for for the um rdn director it was

[0:22:37] Trustee Maude: very informative and i and i think um all in all i think it was a very positive outcome for the

[0:22:42] Trustee Maude: community we maybe we were a bit of a pressure release valve for for those who were concerned

[0:22:48] Trustee Maude: and i'm hoping that there will be a a good positive outcome um for everybody on this

[0:22:54] Trustee Maude: because there was a lot of passion in the room so that was that one um and then i believe we move on

[0:23:01] Trustee Maude: to salt spring um salt spring was again we had to take quite a bit out of the agenda

[0:23:07] Trustee Maude: um due to the um the work action um it was a little bit of a difficult start to the meeting

[0:23:14] Trustee Maude: because um right up until meeting time we didn't have any staff in the room um we didn't even have

[0:23:20] Trustee Maude: a host um for the um zoom component so i very much thank alexander for for stepping into that role

[0:23:28] Trustee Maude: within seconds, hosting and getting the Zoom meeting up and running, especially Stingham's.

[0:23:36] Trustee Maude: So subsequently, I learned that she was at home deep in the barrels of COVID and had every reason

[0:23:46] Trustee Maude: to ignore my email and tell me to go away. And instead, she was there for us and really,

[0:23:52] Trustee Maude: really helped. And I really have to express my sincere appreciation for her for that, because

[0:23:57] Trustee Maude: you know it takes a whole village to raise a child and i'm a very large child and i need a

[0:24:04] Trustee Maude: big village and i appreciate that type of support um we we had um a fairly substantial

[0:24:12] Trustee Maude: attendance at town hall again um we had two community information meetings scheduled

[0:24:17] Trustee Maude: um the first one um was basically a rezoning for a small engine repair facility

[0:24:26] Trustee Maude: facility. There were quite a few people that had expressed support for the application

[0:24:32] Trustee Maude: in the room. Through the CIM, there were no concerns raised. There were no written concerns

[0:24:40] Trustee Maude: raised. So subsequently, the LTC wished to go forward with that. There was some interest

[0:24:48] Trustee Maude: expressed in perhaps adjourning the CIM to the next meeting because, of course, at the

[0:24:55] Trustee Maude: And when our staff were on strike, the post office was on strike, which was perhaps impeding some of the proper notification process.

[0:25:06] Trustee Maude: But in consultation with staff, it appeared that we had met all our obligations.

[0:25:12] Trustee Maude: Staff had gone above and beyond and went door to door to hand deliver the notices to the neighboring properties, which did not result in any feedback.

[0:25:26] Trustee Maude: So, in the end, the LTC elected to basically proceed with that application.

[0:25:33] Trustee Maude: The second application was for CRD for a maintenance facility, again, a rezoning to bring things into conformity.

[0:25:42] Trustee Maude: Unfortunately, all the elements weren't there for the LTC to proceed with that.

[0:25:51] Trustee Maude: that. So at the next meeting, the policy statement checklist and such will be in place. And I assume

[0:25:58] Trustee Maude: that that process will be proceeding. I don't know, Chair Patrick, was there anything else

[0:26:03] Trustee Maude: needed to be highlighted on that? No.

[0:26:09] Trustee Maude: Okay, fair enough. I think it is just hoping, I guess the

[0:26:14] Trustee Maude: only other thing I can say is we were supposed to have the Saturnia meeting last week. It was one

[0:26:20] Trustee Maude: of those interesting scenarios where um best advice that we had was was probably best to

[0:26:25] Trustee Maude: cancel but the um the uh ltc members um very much wanted to proceed with with the meeting

[0:26:32] Trustee Maude: um however at the day before the meeting was to be held they kind of had second thoughts

[0:26:38] Trustee Maude: and between them um requested the meeting be cancelled so um that count that meeting was

[0:26:44] Trustee Maude: was cancelled and be put off i believe now to january um and i think that's all that i have

[0:26:49] Trustee Maude: to report thank you all

[0:26:52] Trustee Patrick: right thank you very much uh trustee peterson our vice chair peterson

[0:26:59] Voice 4: uh thank you chair um i had uh our ferry had mechanical issues and uh so um really appreciate

[0:27:09] Voice 4: uh vice chair maude stepping in and cheering um the galliano and salt spring uh meetings on my

[0:27:17] Voice 4: behalf um and uh so the only meeting that i did attend was the uh joint meeting of the denman and

[0:27:31] Voice 4: hornby uh local trust committees with the kamox valley regional district uh which um which i was

[0:27:39] Voice 4: pleased to chair um really good conversations there um i think the the the cbrd staff um

[0:27:52] Voice 4: seem to have a really good understanding of how uh how different denman and and hornby are and

[0:28:00] Voice 4: and um a pretty good grasp of their the wants and needs of the community and a real willingness to

[0:28:07] Voice 4: um to to work together and i think that was really positive uh from my uh my view the

[0:28:15] Voice 4: all the discussions there um i think perhaps maybe the highlight was a discussion about having

[0:28:22] Voice 4: uh a joint uh meeting with um with the comox first nation at some point in the future that's

[0:28:29] Voice 4: to be determined but uh we certainly recognize that um uh having everyone uh come and sit at

[0:28:37] Voice 4: the same table would be a a good idea and a positive thing um and then i'll just mention that

[0:28:44] Voice 4: uh yeah the the upcoming galliano uh uh meeting has been cancelled and um the there isn't uh

[0:28:56] Voice 4: a resolution without meeting in progress to cancel the um uh mid-november hornby meetings

[0:29:04] Voice 4: Again, all of this reflective of the backlog of staff that staff are facing coming back to work after some time off and just really facing the realities of being able to meet deadlines with, you know, fulsome reporting as we know they would want to do.

[0:29:27] Voice 4: um yeah i guess i do have there was a one uh advocacy piece from hornby um it is uh reflected

[0:29:40] Voice 4: in uh item 10 of the director of trust area services um full of action report which is a

[0:29:48] Voice 4: uh request for lettuce letter of support from the uh hornby ltc um for high seeks application

[0:29:56] Voice 4: Vacation on crown land and I'm going to be reaching out

[0:30:00] Voice 4: out to Director Frater, now have an outline of what information that they were requesting

[0:30:13] Voice 4: in such a letter. And I think that's it.

[0:30:17] Trustee Patrick: Well, you did have the joint meeting of the

[0:30:19] Trustee Patrick: Salt Spring Local Trust Committee and the LCC. Oh,

[0:30:22] Voice 4: that is correct. How did I forget?

[0:30:24] Voice 4: yet um again another uh another important joint meeting um the salt spring island local community

[0:30:33] Voice 4: commission and uh and the local trust committee again uh a uh you know building a positive

[0:30:41] Voice 4: relationship um the local community commission being relatively new uh but really i think a lot

[0:30:48] Voice 4: of what we're doing is trying to build a solid foundation going forward so that the um both of

[0:30:55] Voice 4: these entities uh continue to work together um for the benefit of salt spring there's uh

[0:31:03] Voice 4: there's i think there's a good interest on both sides um for that one of the big things is to

[0:31:10] Voice 4: update the um our agreements which are uh out of date in many ways um but in specific uh uh

[0:31:21] Voice 4: predate the creation of the of the the community commission so um that's that's good work uh and

[0:31:29] Voice 4: then really trying to find out how to work towards aligning um where we can work together and

[0:31:36] Voice 4: and uh support each other and uh and um communicate well so thank you for pointing that out it must

[0:31:46] Voice 4: It was just a breeze because I didn't chair it.

[0:31:51] Trustee Patrick: All right.

[0:31:51] Trustee Patrick: Well, thank you.

[0:31:53] Trustee Patrick: Over to you, Vice Chair Elliott.

[0:31:57] Voice 10: Thank you, Chair.

[0:31:59] Voice 10: So I just had, I think, just one meeting with the local trust committee on the 8th, which I attended in person.

[0:32:08] Voice 10: And there was a large number of people who tried to attend and spilled out into the outside.

[0:32:19] Voice 10: We just didn't have enough seats for everybody.

[0:32:21] Voice 10: Probably, I think, count.

[0:32:25] Voice 10: And it was about the NOLS application referral.

[0:32:29] Voice 10: So the National Outdoor Leadership School referral, which had proposed one site on the Skeete for a kayaking expedition route, and that had raised a lot of community concern, and we were getting a lot of letters.

[0:32:48] Voice 10: I know Trustee Peterson handled some interviews in the media about it, so the turnout was primarily for that.

[0:32:59] Voice 10: And that has, it's given me, I've been thinking about this a lot and about the safety of the space, which is the only space available that has internet so that we can do the live streaming.

[0:33:19] Voice 10: And it just isn't feasible when that many people turn up to maintain a safe environment with proper egress for emergency or any other reason.

[0:33:33] Voice 10: um, when that many people turn up. I could have done better and instructed people to stay outside,

[0:33:40] Voice 10: but people were there and they wanted to be there to speak to, um, a number of issues,

[0:33:47] Voice 10: including the policy statement. So we did have a committee information meeting on the policy

[0:33:53] Voice 10: statement. Director Freider supported us, um, with some information. We fielded a lot of questions

[0:33:57] Voice 10: about that um and there was very challenging um it was a very challenging atmosphere

[0:34:06] Voice 10: um i would say because of a few people who don't really understand uh the legislative and

[0:34:17] Voice 10: um i guess the requirements that we have to work together with first nations on

[0:34:26] Voice 10: on significant documents such as the policy statement

[0:34:30] Voice 10: that affect their interests.

[0:34:32] Voice 10: So there were a lot of challenges to the local trustees.

[0:34:37] Voice 10: For instance, one person standing behind the table

[0:34:46] Voice 10: the trustees repeatedly asked local trustees tell this

[0:34:52] Voice 10: or will you support our local interests?

[0:34:57] Voice 10: it was really unsafe. And I couldn't, you know, this is three years in, and I could not manage

[0:35:09] Voice 10: it better. And I don't know what to do. So I'd like this noted in the minutes that I will not

[0:35:14] Voice 10: be returning to chair Laskiti Local Trust Committee in person until we find a better venue

[0:35:20] Voice 10: that provides a safe environment for all, for members of the public, for the local trustees,

[0:35:25] Voice 10: for the chair to be able to conduct our business in a way that is in accordance with legislation

[0:35:36] Voice 10: for a safe workplace. We simply cannot do it in that venue if 50 people turn up.

[0:35:42] Voice 10: A question was asked by former trustee Peter Johnston, why can we not have hybrid meetings

[0:35:50] Voice 10: meetings in which there's an electronic link provided so that people can participate in

[0:35:58] Voice 10: town hall from their homes. I know that not every home on Liskiti has good internet and

[0:36:04] Voice 10: that's the case on many of the islands, especially South Pender as well.

[0:36:08] Voice 10: Half the island facing the United States doesn't have good internet, needs satellite.

[0:36:13] Voice 10: of late. So I just don't understand why in this day and age of technology, when we have the full

[0:36:22] Voice 10: capability to do electronic meetings or in person, we cannot somehow provide a link for people to

[0:36:30] Voice 10: participate from home if they choose. So that would be one option to explore so that we can

[0:36:36] Voice 10: continue holding meetings another might be that meetings could be held electronically

[0:36:45] Voice 10: and if a local trustee wants to open up a venue so that people who do not have good internet

[0:36:51] Voice 10: connectivity can attend um then they can do so but um i've reached the point where this is no longer

[0:37:01] Voice 10: i um i can't go back there in that venue with conditions the way that they are so thanks for

[0:37:12] Voice 10: that um it was a tough conversation with a policy statement there were lots of concerns over the

[0:37:17] Voice 10: implications of indrop under it there really isn't a good awareness that the elements of the policy

[0:37:25] Voice 10: statement must meet other requirements um that are not strictly local there were statements made

[0:37:32] Voice 10: that were harmful and disrespectful to first nations and their interests in that territory

[0:37:42] Voice 10: and yeah as far as the business we conducted we did return a response to the knoll's referral

[0:37:49] Voice 10: that we recommended refusal of the project due to a number of reasons including no adjacent

[0:37:56] Voice 10: landowner consultation it's next to an ecological reserve there's a high risk of fire and lack of

[0:38:03] Voice 10: access for fire services to get there. It's a significant nesting sites for birds and there's a

[0:38:10] Voice 10: lot of ecological sensitivities there. So for a number of reasons, the local trust committee

[0:38:17] Voice 10: returned a recommendation to refuse it. I think subsequent to that meeting, community, an informal

[0:38:26] Voice 10: community meeting was held. I think trustee Peterson attended that to discuss the policy

[0:38:33] Voice 10: statement draft uh and answer some questions and so this is so that we can as a local trust

[0:38:40] Voice 10: committee provide a referral response um we've got one more meeting actually we might have two

[0:38:47] Voice 10: meetings before the deadline so um there's a lot of interest in the community to meet informally

[0:38:53] Voice 10: and i know they pursued this um last term with the liskiti community information or community

[0:38:59] Voice 10: association hosting meetings about its OCP review and then there are a lot of challenges trying to

[0:39:08] Voice 10: fold that back into a structured process supported by planners and meeting you know the different

[0:39:20] Voice 10: regional considerations such as housing needs and conservancy and all that so

[0:39:26] Voice 10: So I'm not sure how we're going to handle the desire of the community to meet more frequently, to draft its own, you know, vision statements and policies and so on.

[0:39:42] Voice 10: And then have that be supported in a structured way with the Islands Trust.

[0:39:48] Voice 10: So, yeah, it's that's enough on Luskeetee.

[0:39:53] Voice 10: so i don't know if you want to have a discussion on on um next steps for that or not um i haven't

[0:40:04] Voice 10: had any other meetings yeah we've canceled south pender which was scheduled for november 7th

[0:40:14] Voice 10: fetus local dress committee was scheduled for november 4th and we canceled another one that

[0:40:23] Voice 10: i can't remember maine we canceled maine which is scheduled for the 27th so thank you

[0:40:33] Trustee Patrick: and i guess i

[0:40:34] Trustee Patrick: i'll look to ceo brony um regarding whiskey and beating forward as to whether we can uh how we

[0:40:42] Trustee Patrick: can support you and move forward and and uh having a safe meeting place uh ceo brony yeah thank you

[0:40:49] Voice 7: chair we can certainly um connect with vice chair elliott and the two local trustees to

[0:40:55] Voice 7: discuss how best to address that for future meetings.

[0:41:00] Trustee Patrick: Thank you very much.

[0:41:03] Voice 2: I have a question.

[0:41:06] Voice 2: Ruben, can you possibly include me in that meeting for cultural safety?

[0:41:11] Voice 7: Yeah, happy to do that,

[0:41:12] Voice 7: Joe. Thank you. Thanks.

[0:41:15] Voice 7: Thank you,

[0:41:16] Trustee Patrick: Joe. Okay. Vice Chair Elliott, is there any trust conservancy

[0:41:26] Trustee Patrick: see updates yeah

[0:41:30] Voice 10: we did meet after our last executive committee meetings so that was the

[0:41:37] Voice 10: third october 3rd the agenda was focused on budget requests which we have seen now come forward to

[0:41:48] Voice 10: financial planning committee just a quick summary the budget requests include increases to property

[0:41:55] Voice 10: management budget to reflect new nature reserves and covenants, archaeological

[0:42:01] Voice 10: assessments, the creation of a property management planning budget line,

[0:42:08] Voice 10: increase to ITC staff travel budget for newly acquired covenants and nature

[0:42:14] Voice 10: reserves, increasing costs and travel, and a conservation technician co-op position

[0:42:21] Voice 10: position, as well as a business case for a permanent Indigenous relations position.

[0:42:28] Voice 10: And I'll just note that the focus of the ITC for the next year, I believe, will be fully

[0:42:36] Voice 10: on the engagement with nations as directed by the ministerial review of our approach

[0:42:47] Voice 10: to conservation and towards the development of the five-year plan. So that will be hopefully

[0:42:57] Voice 10: taking up the bulk of our time. It's a very exciting project. A five-year plan doesn't

[0:43:01] Voice 10: sound exciting, but it is a legislative requirement and it directs how we conduct

[0:43:09] Voice 10: our activities, how nature reserves are acquired and maintained and protected and managed. So

[0:43:16] Voice 10: So it's very important that we engage in a forward-thinking, respectful manner for stations in whose territories we are working towards a new vision for the Conservancy.

[0:43:31] Voice 10: Thank you.

[0:43:33] Trustee Patrick: Any questions on Trust Conservancy?

[0:43:36] Trustee Patrick: I do realize I jumped over my report for local trust committees.

[0:43:42] Trustee Patrick: I did not share any this past month, and I wanted to thank the Vice-Chair Maude for stepping in, for Gabriela, even though it turned out to be a big crowd there.

[0:43:50] Trustee Patrick: I really appreciated you stepping in for me on the last minute.

[0:43:54] Trustee Patrick: There was one meeting I did participate in, and that was the cross-border forum that we had on October 18th that I was fortunate to be part of the planning group of.

[0:44:03] Trustee Patrick: um uh worked very closely with uh carrie mcveigh the chair of the san juan island council um last

[0:44:11] Trustee Patrick: month i also got to meet justin paulson at another event and i had a meeting with jane fuller so i

[0:44:16] Trustee Patrick: had all three of the um of the san juan county um counselors in recent times i think the meeting was

[0:44:25] Trustee Patrick: very good we had two first nations that were present cowichan nation chief daniels was there

[0:44:32] Trustee Patrick: along with some staff and legal counsel.

[0:44:36] Trustee Patrick: And Lummi Nation was there with legal counsel

[0:44:39] Trustee Patrick: and their international staff doing international liaison,

[0:44:45] Trustee Patrick: or I think that was somewhat of what they did.

[0:44:47] Trustee Patrick: But it was a very good meeting.

[0:44:51] Trustee Patrick: I think everyone was glad to be together

[0:44:53] Trustee Patrick: and really committed to moving forward as a region

[0:44:56] Trustee Patrick: because the boundary, you know, the water,

[0:44:59] Trustee Patrick: the boundary is artificial.

[0:45:02] Trustee Patrick: and the location is real and uh so i look forward to more work with um with our friends in the

[0:45:10] Trustee Patrick: san juans okay i'm going to keep on moving forward we have uh we're going to go into our next section

[0:45:17] Trustee Patrick: here which is bylaws for approval and consideration we have three the first one is 7.1 we have bowen

[0:45:24] Trustee Patrick: island municipality official community plan amendment bylaw number seven six seven one

[0:45:29] Trustee Patrick: request for decision on page 16. I believe that will be Director Cermak.

[0:45:38] Voice 6: Good morning, everybody, again. Okay, so this has come back to you for your final

[0:45:45] Voice 6: approval. This bylaw is for a very simple rezoning for a property in order to subdivide.

[0:45:54] Voice 6: the executive committee looked at this on December 18th 2024 and did pass resolutions

[0:46:02] Voice 6: indicating that the EC has said that it's not contrary or variance to the policy statement

[0:46:07] Voice 6: provided that the conservation covenants and trail access are provided as an amenity contribution

[0:46:14] Voice 6: and staff can confirm as per the staff report to Bowen Island municipality that those

[0:46:19] Voice 6: have been realized, and no other changes have been made to the by-law, so therefore staff recommend

[0:46:27] Voice 6: that EC approve it.

[0:46:30] Trustee Patrick: All right, thank you. Any questions for staff? If not, I'd entertain

[0:46:35] Trustee Patrick: the motion. Go ahead, Vice-Chairman.

[0:46:41] Trustee Maude: Thank you, Chair. I'll move that the Executive Committee

[0:46:44] Trustee Maude: approve by-law number 671, cited as Vaughan Island Municipality Official Community Plan by-law

[0:46:50] Trustee Maude: number 282 2010 amendment bylaw number 671 2024 pursuant to section 38 of the island's trust act

[0:46:59] Trustee Maude: is

[0:47:00] Trustee Patrick: there a second seconded by vice chair peterson any discussion i'll call the vote all those in

[0:47:09] Trustee Patrick: favor raise your hands that carries all right we're going to move on to the next one which is

[0:47:16] Trustee Patrick: 7.2 it's a gabriola island local trust committee proposed bylaw number 323 repeal of meeting

[0:47:23] Trustee Patrick: procedure bylaw request for decision on page 22. Over to you, Director Cermak.

[0:47:30] Voice 6: Thank you, Chair. I won't spend much time. You've seen many of these. These are just

[0:47:34] Voice 6: administrative bylaws to repeal the current meeting procedures bylaw on Gabriola and then

[0:47:42] Voice 6: the subsequent agenda item on Hornby, such that there's no conflict between Trust Council's

[0:47:48] Voice 6: newly adopted meeting procedures bylaw, and the LPCs. So, sort of business as usual for this one.

[0:47:55] Trustee Patrick: All right. Thank you. Assuming there's no questions, I'll entertain the motion. Go ahead,

[0:48:00] Trustee Patrick: Vice Chair Elliott.

[0:48:02] Voice 10: I move that the Islands Trust Executive Committee approve Gabriola Island Local

[0:48:06] Voice 10: Trust Committee Bylaw No. 323, cited as Gabriola Island Local Trust Committee Meeting Procedures

[0:48:11] Voice 10: repeal bylaw number 323 2025 in accordance with section 27 of the islands trust act

[0:48:19] Trustee Patrick: is there a second seconded by a vice chair bod is there any discussion call the vote all those

[0:48:27] Trustee Patrick: in favor raise your hands and that carries okay we're gonna move on to the third one which is

[0:48:38] Trustee Patrick: 7.3 it's the hornman hornby island proposed bylaw number 179 repeal of meeting procedure bylaw

[0:48:44] Trustee Patrick: request for decision on page 29. As Director Cermak pointed out, it's the same as the one we

[0:48:50] Trustee Patrick: just did. Assuming there's no questions, I'd entertain the motion.

[0:48:55] Voice 4: I move that the Islands

[0:48:58] Voice 4: Trust Executive Committee approve Hornby Island Local Trust Committee Bylaw number 179, cited as

[0:49:04] Voice 4: Hornby Island Local Trust Committee Meeting Procedures Repeal Bylaw number 179-2025 in

[0:49:10] Voice 4: in accordance with Section 27 of the Islands Trust Act.

[0:49:14] Trustee Patrick: Is there a second?

[0:49:16] Trustee Patrick: Seconded by Vice Chair Maude.

[0:49:17] Trustee Patrick: Is there any discussion?

[0:49:20] Trustee Patrick: I'll call the vote.

[0:49:21] Trustee Patrick: All those in favor, raise your hands.

[0:49:25] Trustee Patrick: And that carries.

[0:49:27] Trustee Patrick: All right.

[0:49:28] Trustee Patrick: Thank you, trustees, or vice chairs.

[0:49:30] Trustee Patrick: I'm going to keep calling you trustees, and I apologize.

[0:49:32] Trustee Patrick: You are vice chairs in this meeting.

[0:49:35] Trustee Patrick: All right.

[0:49:36] Trustee Patrick: We're going to keep moving ahead here.

[0:49:38] Trustee Patrick: We are at Section 8, Trust Council Meeting Preparation.

[0:49:42] Trustee Patrick: we have item 8.1.1 which is the draft three-day schedule for the December Trust Council it's on

[0:49:50] Trustee Patrick: page 36 of your agenda package we will present this I see CAO Broney thank

[0:49:58] Voice 7: you chair yeah this

[0:49:59] Voice 7: so as usual this is the high level three-day overview for December just to get your initial

[0:50:04] Voice 7: thoughts around sequence and structure I will note one item that's not reflected in here

[0:50:09] Voice 7: But I know, Chair, you have extended an invitation to Brodie Guy from ICT to potentially come and meet with Trust Council as well.

[0:50:17] Voice 7: We're looking at potentially scheduling that on the Tuesday evening outside of the regular agenda as a kind of a training session, informal session for Trust Council to hear from him and the work that they've done at ICT.

[0:50:31] Voice 7: So that's where that would fit in.

[0:50:33] Voice 7: I think that's our best option.

[0:50:34] Voice 7: Otherwise, the only other likely place we could put it would be on the Thursday, but that would require us to probably cut into the time that's allocated for the San Juan County joint session.

[0:50:44] Voice 7: And I think we want to protect that time as much as possible so that we can have some substantive engagement with the San Juan County folks who will be joining us for that portion of the agenda.

[0:50:55] Voice 7: Otherwise, I'm happy to take any questions or feedback on the agenda as it's mapped out.

[0:51:03] Trustee Patrick: Vice-Chairs, comments or questions?

[0:51:05] Trustee Patrick: Go ahead, Vice-Chairman.

[0:51:07] Trustee Maude: Just wanted to confirm, have we extended a formal invitation for the Minister to attend,

[0:51:12] Trustee Maude: Minister Boyle?

[0:51:15] Voice 7: I believe we did previously, yes, in the letter that we sent.

[0:51:19] Voice 7: And I think in the meeting that we had with Minister Boyle as well, we invited her so

[0:51:24] Voice 7: we can do the follow-up.

[0:51:25] Voice 7: I can work with Alexandra on that to confirm whether or not she is, in fact, planning to

[0:51:29] Voice 7: attend, yeah.

[0:51:30] Voice 7: I

[0:51:30] Trustee Maude: know that the venue has changed to something that's exceptionally close to the legislature, so we are making it very convenient for her to attend.

[0:51:39] Voice 7: Yes, although she may not be in town at that point, but yeah, we'll confirm that either way, whether or not she is able to attend. Thank you.

[0:51:47] Trustee Patrick: All right, thank you. Vice Chair Peterson, did you have your hand up, or is that the same question you had?

[0:51:51] Voice 4: It was the same question.

[0:51:54] Trustee Patrick: All right. Any other questions? I know I had a couple. I know I've been talking with the chair of Islands Trust Conservancy, Lisa Gavro, about potentially inviting the board to join us if we are, in particular, if we can have the Island Coastal Economic Trust speak to us as well as potentially being present during the budget conversation, which we've not normally done.

[0:52:22] Trustee Patrick: done, but she would be interested, but I know we have budgeting. Is there any possibility

[0:52:27] Trustee Patrick: of that?

[0:52:30] Voice 7: Yeah, we can certainly follow up with Chair Gavreau and look at extending the invitation

[0:52:38] Voice 7: to the board as well.

[0:52:39] Trustee Patrick: I don't know how vice chairs feel, but I'm wondering if that'd be a good opportunity.

[0:52:44] Trustee Patrick: We haven't done that before. Vice Chair Peterson?

[0:52:46] Trustee Patrick: Yeah,

[0:52:48] Voice 4: I just want to speak in support of that. I think it would be, especially in terms of Trust Council making decisions, budgetary decisions that affect the Conservancy, I think it would be good to have the perspectives of board members beyond just the chair.

[0:53:13] Voice 4: and i think it'd be appropriate to to extend that opportunity all

[0:53:21] Trustee Patrick: right thank you my only

[0:53:23] Trustee Patrick: other question i have is the san juan county joint session is uh we have quite a bit of time

[0:53:27] Trustee Patrick: devoted to that and i know last year we kind of had a big round table discussion but it'd be nice

[0:53:34] Trustee Patrick: if we have more focused do we have a focused agenda item or focus area of interest that we'd

[0:53:40] Trustee Patrick: be able to have for this conversation?

[0:53:44] Voice 7: Not that I'm aware of at this stage. I don't think we're

[0:53:46] Voice 7: quite there yet, but Director Frater may have some insight on to issues we might want to focus on

[0:53:52] Voice 7: with him.

[0:53:54] Voice 8: At this time, there is no set agenda. Certainly, we can work with their staff to

[0:53:58] Voice 8: identify topics, and I'll talk with you, Chair, around any conversations you had with Jane Fuller

[0:54:03] Voice 8: that might have resulted in any conversations and might have emerged from that cross-boundary

[0:54:07] Voice 8: forum that you attended okay thank you

[0:54:10] Trustee Patrick: no yeah thank you i think uh i think that would be

[0:54:14] Trustee Patrick: building on that momentum for certain and um um and i know there's a quite a bit of interest in

[0:54:19] Trustee Patrick: you know how to really move us back together working for this greater region um so all right

[0:54:29] Trustee Patrick: any other questions so i take it at this point this is just for our comment

[0:54:35] Trustee Patrick: and it'll continue to evolve so um and i have it'll

[0:54:43] Voice 7: come back to you for your next meeting with

[0:54:44] Voice 7: the full uh agenda package for for approval at that time all

[0:54:49] Trustee Patrick: right well thank you so we're going

[0:54:51] Trustee Patrick: to keep moving on then we have item 8.1.2 which is the draft 2627 executive committee and trust

[0:54:58] Trustee Patrick: council meeting schedule request for decision on page 37 go ahead cao brony is this here

[0:55:06] Trustee Patrick: Yeah,

[0:55:07] Voice 7: thank you, Chair. And I'll invite Alexandra to add any comments on the specifics as well. But per the usual procedure, we're looking for your support to advance the draft meeting schedule to Trust Council. Of course, this is a bit of an unusual year because it'll be an election year. And so it does incorporate a bit of tricky scheduling as we get into the October-November period.

[0:55:29] Voice 7: period. As a result, we have the fifth trust council meeting scheduled for November, which

[0:55:36] Voice 7: would be the first meeting for the new council. And you see the full agenda, and then there is

[0:55:43] Voice 7: the calendar, the attachment three, which is page 42, just gives you a bit more of a visual

[0:55:50] Voice 7: representation of how all the assorted meetings line up and sequence throughout the year.

[0:55:56] Voice 7: Alexandra, is there anything you wanted to add?

[0:56:02] Voice 9: The only thing I wanted to share was that staff are still working with the Islands Trust Conservancy Board to finalize the other sessions for the year.

[0:56:11] Voice 9: Right now, we have two that are set, but we are still looking to work on the third.

[0:56:20] Voice 9: All right. Thank you. Vice Chair Elliott.

[0:56:24] Voice 10: Thank you. Just a question about the July 29th meeting scheduled to be in person.

[0:56:32] Voice 10: does that need to be in person it's not trust council preparation is that just because it's

[0:56:38] Voice 10: sort of after the in-person meeting the day before i think if we're trying to conserve our budget

[0:56:45] Voice 10: we might look at putting that electronically here if i might yes

[0:56:52] Voice 9: please yes that's exactly

[0:56:54] Voice 9: correct vice chair elliott um as per normal practice because you uh usually attend the

[0:57:00] Voice 9: the Islands Trust Conservancy liaison meeting the day before in person.

[0:57:05] Voice 9: I made the following executive committee one in person,

[0:57:09] Voice 9: but that can definitely be held electronically.

[0:57:15] Voice 7: And once we have, Chair, the budget approved as well

[0:57:20] Voice 7: for the meeting expenses,

[0:57:22] Voice 7: then we can assess whether or not any of those ones

[0:57:25] Voice 7: that are tentatively scheduled for in-person

[0:57:28] Voice 7: and would be better to be and need to be rescheduled as virtual to manage within that budget as well.

[0:57:34] Voice 7: But at this point, we've scheduled, assuming that the requested budget goes forward

[0:57:39] Voice 7: and that with the current executive committee members, we would be able to accommodate that within this schedule.

[0:57:47] Trustee Patrick: All right, Vice Chair, so should we amend this if that's decided now prior to approving it?

[0:57:54] Voice 10: well i

[0:57:55] Voice 10: i do think we should look at that because especially for vice chair peterson a tuesday

[0:58:02] Voice 10: meeting can he even get there is there a ferry there is ferries on monday so it would be like

[0:58:10] Voice 10: a three overnight like that's going to be very expensive i think we should look at that one

[0:58:16] Voice 10: And if we can make it electronic and then those who can't get home in time after the Tuesday could maybe stay overnight.

[0:58:28] Voice 10: But I just don't see the need for an in-person meeting.

[0:58:31] Voice 10: It's going to require a lot of hotel stays.

[0:58:34] Trustee Patrick: Thank you.

[0:58:35] Trustee Patrick: Vice Chair Peterson.

[0:58:37] Voice 4: Yeah, I was just going to note that the summertime ferry schedule is different and it's not impossible.

[0:58:47] Voice 4: In fact, much, much easier. But I guess the question I would have more is whether the liaison meeting with the Conservancy, to have that in person, I think is perhaps more important than the EC.

[0:59:14] Voice 4: However, if we do have that in person and the EC is the following day, it would not add, it wouldn't add in any substantial way to the traveling expenses.

[0:59:27] Voice 4: So that would be my consideration more so than our EC meeting.

[0:59:36] Trustee Patrick: All right. Vice Chair Elliott, how would you like to proceed?

[0:59:42] Voice 10: Well, I think we can just wait to see what the budget is going to be and then make decisions then.

[0:59:49] Voice 10: okay

[0:59:51] Voice 7: if i may chair also i'll just note

[0:59:53] Voice 7: that um i think at this point because we have

[0:59:55] Voice 7: the requested budget for trust council meetings for next fiscal

[1:00:00] Voice 7: is status quo with this year which would pay for four in-person meetings and I know FPC has put

[1:00:05] Voice 7: forward a recommendation to reduce that but because we have the fifth meeting in November

[1:00:10] Voice 7: which we're assuming would be a priority to be an in-person meeting that means we will have to

[1:00:16] Voice 7: schedule one of those five as virtual and so I think on this schedule we're assuming that would

[1:00:20] Voice 7: be the June meeting and of course if the budget was further reduced per the FPC recommendation

[1:00:27] Voice 7: recommendation that we would look at likely the September meeting at least as well going to all

[1:00:32] Voice 7: virtual for Trust Council thank

[1:00:35] Trustee Patrick: you um Alexandra yes

[1:00:37] Voice 9: I'd just like to share that the in-person

[1:00:39] Voice 9: liaison meeting hosted by the Conservancy board that those travel costs would also be um be

[1:00:48] Voice 9: provided by the Conservancy board and not EC's meeting budget so I have this on here for your

[1:00:55] Voice 9: your information, but any changes to this July 28th meeting would actually go through the Islands

[1:01:01] Voice 9: Trust Conservancy Board.

[1:01:04] Trustee Patrick: Thank you very much. Are there any other questions or comments on the

[1:01:08] Trustee Patrick: proposed schedule? If not, we have two motions to consider on page 37. Vice Chair Peterson.

[1:01:18] Voice 4: I move that Executive Committee adopt the meeting dates and formats as set out in the proposed

[1:01:24] Voice 4: proposed 2026-27 Executive Committee Meeting Schedule.

[1:01:29] Trustee Patrick: Is there a second?

[1:01:30] Trustee Patrick: Seconded by Vice Chair Maude.

[1:01:31] Trustee Patrick: Any discussion?

[1:01:34] Trustee Patrick: All the vote.

[1:01:35] Trustee Patrick: All those in favor, raise your hands.

[1:01:37] Trustee Patrick: That carries.

[1:01:39] Trustee Patrick: And we have the second motion.

[1:01:44] Trustee Patrick: Go ahead, Vice Chair Peterson.

[1:01:49] Voice 4: I move that Executive Committee request staff to prepare a request for decision for Press

[1:01:54] Voice 4: Council to approve their 2026-27 Meeting Schedule.

[1:01:59] Voice 4: Is there a second?

[1:02:01] Voice 4: Seconded by Vice Chair Elliott.

[1:02:03] Trustee Patrick: Any discussion?

[1:02:06] Trustee Patrick: Call the vote.

[1:02:07] Trustee Patrick: All those in favor, raise your hands.

[1:02:09] Trustee Patrick: And that carries.

[1:02:13] Trustee Patrick: All right.

[1:02:14] Trustee Patrick: Vice Chairs, we'll keep on moving forward then.

[1:02:17] Trustee Patrick: The next item that we have is item 9.1, which is the draft November 17, 2025, Islands Trust Council Committee of the Whole Agenda.

[1:02:27] Trustee Patrick: You'll find that in Appendix A.

[1:02:32] Trustee Patrick: And who will talk about this?

[1:02:36] Trustee Patrick: Sarah O' Sure,

[1:02:40] Voice 7: Chair, I can speak briefly to this. So this is the proposed Committee of the Whole.

[1:02:50] Voice 7: Sorry, I think I'm looking at the wrong item. Let me just catch up. Yeah, so this is the proposed Committee of the Whole agenda.

[1:02:58] Voice 7: And this is what we're looking at here are the, sorry, the meetings of the minutes of the last one, I believe, which was the first item on the appendix, right?

[1:03:09] Voice 7: Oh, sorry.

[1:03:10] Voice 7: Yeah, I think it's page 11 is the

[1:03:12] Trustee Patrick: outline that's probably of most significance.

[1:03:15] Voice 7: Yeah.

[1:03:15] Voice 7: So you have the minutes there, but the session for the Code of Conduct is the draft Code of Conduct agenda for the open portion of that Committee of the Whole meeting.

[1:03:24] Voice 7: And so the focus of this will be around the proposed updates to the Code of Conduct policy, but we also have Rhys Harding joining us from Young Anderson as well for a discussion around both our current Code of Conduct and then also we'll have a bit of an open discussion.

[1:03:45] Voice 7: He'll be able to provide us some context, I think, around the proposed provincial legislative changes regarding Code of Conduct.

[1:03:53] Voice 7: So on the session for that committee of the whole, we'll have a closed portion for discussion with Mr. Harding and then some open discussion around primarily seeking our original intent with this meeting was to get trustees input on the draft code of conduct that we had prepared.

[1:04:13] Voice 7: But given the provincial legislation that is pending for spring, I think we're more interested in getting general feedback from trustees on how our current code of conduct is working and any issues that they would like to see addressed, if we are then able to provide an updated code.

[1:04:34] Voice 7: What's not clear from us at this point is whether the legislative proposal coming forward would implement a code of conduct that is full stop applies to us and all local governments, or if it will be kind of a foundational piece upon which we could layer our own additional expectations in code, in which case that would require us to update our existing code.

[1:04:57] Voice 7: All of which to say, in a nutshell, that our current work to update is likely paused at this stage while we wait and see what happens with the provincial component of it.

[1:05:06] Voice 7: But we still wanted to go ahead with this session, and Trust Council had asked us to provide some general discussion around our current code and how that is working and where trustees would see the potential for updates so that that can inform any future work that we might do.

[1:05:19] Voice 7: And I don't know if Director Marler has anything further to add on this as well.

[1:05:23] Voice 7: uh

[1:05:25] Voice 5: no i think you've covered pretty well everything um yeah it's in cameras just so

[1:05:33] Voice 5: that you can have a frank discussion with your lawyer on some aspects of code of conduct

[1:05:40] Voice 5: and then the open meeting would be more for how you would like to proceed um given that you have

[1:05:47] Voice 5: current policy. You may want to

[1:05:51] Voice 5: think about adopting it as a bylaw, for example, or you

[1:05:55] Voice 5: may want to just wait to see what the province does next year

[1:05:59] Voice 5: and just say, yeah, we're okay with the way things are

[1:06:03] Voice 5: until we hear from the province and then we'll make some changes at that point.

[1:06:08] Voice 5: I've got nothing really to add to that other than

[1:06:13] Voice 5: to finish off the Code of Conduct work that

[1:06:16] Voice 5: but Trust Council asked us to work on.

[1:06:19] Voice 5: Just to let you know that the cost of the lawyer on this

[1:06:24] Voice 5: is covered by the LGMA grant,

[1:06:27] Voice 5: and there could be additional work that the lawyer could do for us as well

[1:06:32] Voice 5: under that grant, and that grant would run out by the end of the fiscal year.

[1:06:37] Voice 5: Okay, thanks.

[1:06:39] Trustee Patrick: All right, thank you.

[1:06:40] Trustee Patrick: I see staff, Joe Elliott's hand raised.

[1:06:44] Voice 2: Yeah, thank you, Chair Patrick. I just, I got a question in regards to cultural safety, and I may be out of my means, but it's a question in regards to how do we apply cultural safety within the Code of Conduct, and if there's been consideration in that process and inclusion as you're moving forward in your review.

[1:07:05] Trustee Patrick: Thank you. Good question. CAO Bruny?

[1:07:08] Voice 7: Yeah, thank you, Chair, and thank you, Joe, for the question.

[1:07:12] Voice 7: I think that will be a part of, that'll be a lens that we'll want to bring to any updates to the code,

[1:07:17] Voice 7: and we would certainly engage you, and as we would all other relevant staff in any work that would advance.

[1:07:24] Voice 7: As I said, there's no changes pending at this stage because we're waiting to see what the provincial legislation looks like,

[1:07:34] Voice 7: and what kind because the province has indicated they're going to introduce a code for local

[1:07:40] Voice 7: governments that we anticipate would include us whether or not the extent to which they're

[1:07:45] Voice 7: considering that obviously we we can't speak to and the piece for us would be if that legislation

[1:07:52] Voice 7: allows for us to then layer on top with our own unique requirements then that would require policy

[1:07:58] Voice 7: work from us and that would that would for sure engage a conversation around the cultural safety

[1:08:03] Voice 7: aspects of that as well. Thanks.

[1:08:05] Trustee Patrick: Thank

[1:08:06] Voice 7: you. Thank

[1:08:07] Trustee Patrick: you. Vice Chair Peterson.

[1:08:12] Voice 4: Yeah I would just add

[1:08:13] Voice 4: having attended UBCM sessions this year and last year that the issues around cultural safety

[1:08:25] Voice 4: are not something that were in the discussion paper from the LGMA and the UBCM.

[1:08:36] Voice 4: So I think it's important consideration that Trust Council thinks about that.

[1:08:45] Voice 4: And that may be the piece, like my understanding is that the province may either sort of issue guidelines or a baseline

[1:08:56] Voice 4: line um uh that uh individual um local governments uh could build upon um so that might be an

[1:09:07] Voice 4: important consideration for trust council to think about how we might you know sort of augment the

[1:09:13] Voice 4: province's bottom line in a way that supports um our our goals and commitment to uh to reconciliation

[1:09:21] Voice 4: reconciliation so thank

[1:09:24] Trustee Patrick: you so ronnie thank

[1:09:27] Voice 7: you chair and and yeah i think to vice chair peterson's

[1:09:30] Voice 7: point um i will i'll maybe make an effort to reach out to the to the consultant who's working with

[1:09:35] Voice 7: the province on the engagement around um their legislation obviously you know they're not in a

[1:09:40] Voice 7: position to fully disclose the details of the legislation but i'm certainly happy to ask if

[1:09:47] Voice 7: that's a factor that they're considering um and that for us it's something that we would be that

[1:09:51] Voice 7: we would be looking for and then that'll at least give us a sense of um whether or not that that's

[1:09:57] Voice 7: being considered or and or nudge them towards considering it if it's not on their radar as

[1:10:02] Voice 7: vice chair peterson has noted um i think and i would hope that it would be a part of their

[1:10:08] Voice 7: broader consideration around how a code of conduct would apply to um safety discrimination harassment

[1:10:16] Voice 7: bullying and those aspects of it but whether or not it's going to be specifically addressed we

[1:10:20] Voice 7: don't know but um again if if i think my my read is the same as vice chair peterson's that the

[1:10:27] Voice 7: provincial legislation will provide a sort of baseline that we would have the option to

[1:10:32] Voice 7: add to with our own components and so if it wasn't there that would certainly be something that we

[1:10:38] Voice 7: would look to incorporate all

[1:10:41] Trustee Patrick: right thank you and certainly something that this format that's

[1:10:44] Trustee Patrick: proposed for november 17th we can be discussing on on that day so that's a great are there any

[1:10:51] Trustee Patrick: Any issues or changes Vice Chairs wish to bring to the attention?

[1:10:54] Trustee Patrick: Otherwise, this is what's going to be coming forward.

[1:10:57] Trustee Patrick: There's no decision.

[1:10:58] Trustee Patrick: This is just our chance for comments.

[1:11:03] Trustee Patrick: I'm not seeing any.

[1:11:05] Trustee Patrick: I encourage also Vice Chairs to be reaching out to your network of trustees to encourage

[1:11:09] Trustee Patrick: them to attend this meeting on the 17th.

[1:11:12] Trustee Patrick: I think it's important and their feedback will be greatly appreciated.

[1:11:19] Trustee Patrick: All right, then.

[1:11:20] Trustee Patrick: No comments.

[1:11:21] Trustee Patrick: we're going to keep on keep keep on moving it is almost 10 30 our vice chair is okay or does

[1:11:27] Trustee Patrick: anyone need a break i don't want to be too presumptuous but uh no one's waving at me so

[1:11:33] Trustee Patrick: we're going to keep on moving all right we're into item 10 which is executive committee projects we

[1:11:41] Trustee Patrick: have um item 10.1.5 uh under legislative and information services or 10.1.5.1 executive

[1:11:50] Trustee Patrick: Executive Committee 2026-27 Information Services Budget Requests for Decisions, and it begins on page 44, and we have that additional one that Director Cermak raised.

[1:12:03] Trustee Patrick: So, I see Director Marler is going to bravely take this one on, or CAO Browning.

[1:12:10] Voice 7: sorry chair not to

[1:12:12] Voice 5: not

[1:12:13] Voice 7: to cut off director marler but i'm wondering um at the request of staff if

[1:12:18] Voice 7: we could before we dive into this what is likely a significant discussion if we could take a short

[1:12:23] Voice 7: break that would be appreciated thank

[1:12:25] Trustee Patrick: you i'm glad someone raised that up and how much time

[1:12:28] Trustee Patrick: would people like 10 minutes sufficient all right so why don't we uh say uh 10 40 all right round

[1:12:39] Trustee Patrick: Round break till 1040.

[1:12:43] Voice 3: Yeah.

[1:12:44] Voice 3: All right.

[1:15:07] Trustee Patrick: Is everybody back?

[1:15:11] Trustee Patrick: Wait for CAO Broney.

[1:15:18] Voice 7: I'm here too.

[1:15:19] Trustee Patrick: Nope.

[1:15:19] Trustee Patrick: They are there.

[1:15:20] Trustee Patrick: All right.

[1:15:20] Trustee Patrick: That's great.

[1:15:21] Trustee Patrick: Vice Chair Elliott, are you back?

[1:15:30] Trustee Patrick: Vice Chair Elliott?

[1:15:39] Trustee Patrick: I assume she's going to join us shortly if she isn't.

[1:15:42] Trustee Patrick: So let's proceed.

[1:15:43] Trustee Patrick: We're on item 10.1.5.1, which is the Executive Committee 2026-27,

[1:15:49] Trustee Patrick: information services budget requests, requests for decisions

[1:15:53] Trustee Patrick: beginning on page 44. I guess that is you,

[1:15:58] Trustee Patrick: Director Marler, after all.

[1:16:01] Voice 5: Yeah, thank you.

[1:16:03] Voice 5: Yeah, so these are four business cases. They

[1:16:06] Voice 5: went as draft to the Financial Planning Committee

[1:16:10] Voice 5: last week. So it's noted that they have not

[1:16:14] Voice 5: yet been approved by the Executive Committee. So now they're here for your approval

[1:16:18] Voice 5: to send to Trust Council for consideration in the budget.

[1:16:23] Voice 5: So I've listed in this RFD the other business cases

[1:16:29] Voice 5: that you've already approved and sent to the Trust Council.

[1:16:34] Voice 5: You'll see those at the bottom of page 44 and top of page 45.

[1:16:40] Voice 5: So these are four in addition to those.

[1:16:42] Voice 5: The dollars are listed there for you as well,

[1:16:45] Voice 5: and the business cases are attached so that you can have a look

[1:16:49] Voice 5: at the details. I'm not going to go into the

[1:16:52] Voice 5: business cases unless you ask me to, but this is in front

[1:16:57] Voice 5: of you for consideration of sending to council to add to the budget

[1:17:01] Voice 5: and the resolution is at the top of page 44. Thanks.

[1:17:06] Trustee Patrick: Alright, Vice-Chairs. Question is Vice-Chair Elliott.

[1:17:16] Trustee Patrick: Vice-Chair Elliott?

[1:17:19] Voice 10: Sorry about that, it's body internet right now.

[1:17:23] Voice 10: Yeah, so a question on the cost of the laptops. We had a bit of discussion at the financial planning committee, but has there been any, well, can you repeat why they're so expensive?

[1:17:41] Voice 5: yeah so the laptops the commercial grade uh they come with uh we've at least we buy a four-year

[1:17:49] Voice 5: warranty with them so they last the life of the term for the trustees and then that way if

[1:17:55] Voice 5: something happens we can replace the laptop or get it repaired quickly for for them um it also

[1:18:02] Voice 5: includes the cost of the software and that's $32,000 software package and the

[1:18:09] Voice 5: support that goes with that. The laptops are usually about around $1,200 plus

[1:18:14] Voice 5: taxes and then the additional warranties usually cost another hundred couple

[1:18:19] Voice 5: hundred so those dollars $1,500 is what we allocate for each of the laptops and

[1:18:26] Voice 5: and then the software is on top of that as well.

[1:18:30] Voice 5: So that's where the City 2400 comes from.

[1:18:33] Voice 5: It's assuming we'll need 15 laptops.

[1:18:39] Voice 5: That's just based on the turnover and the demand

[1:18:41] Voice 5: that we've seen in past elections.

[1:18:45] Voice 5: And I just remind you that these laptops,

[1:18:49] Voice 5: there is actually a council policy on if laptops are provided.

[1:18:54] Voice 5: It says if there's a budget, so it doesn't mean you have to provide them.

[1:18:59] Voice 5: But if you do, we're definitely providing new laptops that have a warranty

[1:19:04] Voice 5: that extends to the length of the term, which is four years.

[1:19:10] Voice 5: And then we will recycle those laptops for other uses in the organization.

[1:19:15] Voice 5: We tend to use them as backups or emergency replacements

[1:19:21] Voice 5: or work-from-home laptops if necessary.

[1:19:24] Voice 5: So they do get additional life beyond the four years.

[1:19:29] Voice 5: Thanks.

[1:19:30] Trustee Patrick: Thank you.

[1:19:32] Trustee Patrick: Vice Chairman?

[1:19:34] Trustee Maude: Thank you, Chair.

[1:19:35] Trustee Maude: I'm still struggling with this.

[1:19:38] Trustee Maude: If this was a request for staff laptops and their old laptops were to be passed down to trustees, I could wrap my head a little bit around this.

[1:19:49] Trustee Maude: But I just don't understand the need or the requirement for new commercial-grade laptops for what is a fairly benign utilization by trustees.

[1:20:05] Trustee Maude: And I'm confused because the replacement, we're saying, are commercial-grade laptops.

[1:20:12] Trustee Maude: But I note on the top of page 49 that it refers to the existing computers as consumer-grade laptops.

[1:20:20] Trustee Maude: So we seem to be changing our strategy from purchasing consumer-grade, which is obviously a substantially lower-valued laptop.

[1:20:31] Trustee Maude: But it also says in that same section that laptops are out of date and no longer supported and out of warranty.

[1:20:38] Trustee Maude: I'm really confused by that because the laptop I'm working on, which is the same laptop everybody else is working on, is on Windows 11.

[1:20:47] Trustee Maude: It's certainly supported by anything that I know of.

[1:20:52] Trustee Maude: They may be out of warranty, but they're not exactly at risk of melting down tomorrow morning.

[1:20:59] Trustee Maude: um like i just like for my personal use uh for traveling literally i got pointed towards um

[1:21:05] Trustee Maude: purchasing a chromebook i guess it was six years ago um which cost me 235 dollars

[1:21:13] Trustee Maude: um and i'm still using it on the road um and it was pointed to me to to purchase it because

[1:21:19] Trustee Maude: it was you know if it breaks you can just get a new one it's not going to cost you that much

[1:21:24] Trustee Maude: and i sort of i bought it with the idea that was only going to last a year or two

[1:21:28] Trustee Maude: and it's still my mobile computer running very very well six years later and i have no anticipating

[1:21:34] Trustee Maude: on it dying tomorrow morning so i just i think we need to give this a thought and and as i say you

[1:21:43] Trustee Maude: know if this wasn't a reverse scenario where we're saying we're buying commercial grade laptops for

[1:21:49] Trustee Maude: staff which i can totally understand the justification i still know they're expensive

[1:21:53] Trustee Maude: And I guess I'm getting old. And we were going to be taking the old staff laptops and passing them on to trustees. I get that. I can totally support that. But I do not support spending an immense amount of money on commercial-grade laptops for what, in effect, is being utilized by trustees for word processing and opening PDFs.

[1:22:16] Trustee Maude: like we we do not stress these these computers to the full extent um that's that some people do

[1:22:25] Trustee Maude: certainly in the workplace um so i just i i just can't wrap my head around the more i think about

[1:22:31] Trustee Maude: it the more i get confused and i guess it doesn't take much because i'm very confused thank you

[1:22:35] Trustee Patrick: thank you director marler yeah

[1:22:39] Voice 5: i misspoke and my apologies um yeah i meant consumer grade

[1:22:44] Voice 5: that commercial grade. So consumer grade laptops is what we get for the trustees. And the price

[1:22:49] Voice 5: range still is the same, about $1,100, $1,200 per laptop. The other option is obviously you

[1:22:57] Voice 5: don't have to do this. You don't have to do it. This is an optional thing. You could instead just

[1:23:04] Voice 5: provide, and I'll maybe talk to, let Julia

[1:23:07] Voice 5: speak to this one, you could just

[1:23:12] Voice 5: provide money to trustees to

[1:23:16] Voice 5: buy their own laptop if they don't have one and have that

[1:23:20] Voice 5: in the budget instead. But we wouldn't

[1:23:24] Voice 5: support that. What I mean by that is that the Ams Trust Information

[1:23:28] Voice 5: Technology team would not be able to provide any support

[1:23:32] Voice 5: to laptops that trustees bring in

[1:23:36] Voice 5: and just use that they're on.

[1:23:38] Voice 5: So it could be their own software

[1:23:40] Voice 5: and their own support package

[1:23:42] Voice 5: for that particular laptop.

[1:23:47] Trustee Patrick: All right, Vice-Chairman?

[1:23:49] Trustee Maude: Just wanted to follow up on the statement

[1:23:53] Trustee Maude: that says laptops are out of date

[1:23:55] Trustee Maude: and no longer supported and out of warranty.

[1:23:58] Trustee Maude: The only thing that I see that's valid

[1:24:00] Trustee Maude: of that statement is they're out of warranty, apparently.

[1:24:02] Trustee Maude: Apparently, I don't see the laptop I'm currently using in any way, shape or form as being out of date or not supported.

[1:24:10] Trustee Maude: Could you speak to that, please?

[1:24:13] Voice 5: Yeah, the laptops, yeah, they're out of warranty.

[1:24:16] Voice 5: Any laptop that's four or five years old is essentially past its prime date.

[1:24:22] Voice 5: It doesn't mean it's not usable and it can probably still be used.

[1:24:26] Voice 5: But again, by council policy, when we don't provide five-year-old laptops to incoming trustees,

[1:24:32] Voice 5: We provide them with laptops that are in warranty.

[1:24:36] Voice 5: So what happens with a laptop that's out of warranty?

[1:24:38] Voice 5: If it fails, it fails, and we don't have an easy way to replace it

[1:24:43] Voice 5: other than to find, you know, $1,500 or so to buy a new one.

[1:24:49] Voice 5: And again, we do use them.

[1:24:52] Voice 5: We use them inside the organization.

[1:24:55] Voice 5: So all the laptops that come back from trustees,

[1:24:58] Voice 5: they're brought back to the Victoria office,

[1:25:00] Voice 5: and the IT staff will go over them.

[1:25:02] Voice 5: Those that are usable, that don't have broken keyboards or physical damage to them like cracked screens, some of them do come back like that, those are recycled and reused as backup systems for us.

[1:25:18] Voice 5: So they last another four years before we finally get rid of them completely.

[1:25:22] Voice 5: So we make the laptops last for eight years and kind of just have a step down on how they're used.

[1:25:31] Voice 5: All

[1:25:36] Trustee Patrick: right. Thank you very much. Any other questions on any of these? I guess the only question I would have is, I know we did discuss this at Financial Planning Committee, but again, to understand the record management, the $55,000 was identified as a potential item that could be removed.

[1:26:03] Trustee Patrick: moved if you could talk more about help us understand the ramifications of either proceeding

[1:26:09] Trustee Patrick: or not with that one yeah

[1:26:12] Voice 5: so there's there's two sides to it one is this is a a project that we do

[1:26:19] Voice 5: need to get started on but it's how do we get started there's quite a bit of prep work that

[1:26:24] Voice 5: needs to be done in the organization so you know develop a plan for how we would implement and

[1:26:32] Voice 5: migrate and change manage, going from our current system to a new system, cleanup of

[1:26:39] Voice 5: the existing data that we have, a migration plan, and how that fits with other projects

[1:26:47] Voice 5: that are ongoing or required to happen over the next year.

[1:26:52] Voice 5: But given that, it's still something that could probably start in this fiscal year if

[1:26:58] Voice 5: we had the money.

[1:26:59] Voice 5: and part of the migration requires us to have the software in place anyway

[1:27:05] Voice 5: so that we can start making the changes required

[1:27:07] Voice 5: and setting it all up so that it works.

[1:27:12] Voice 5: So if you were to approve this now,

[1:27:16] Voice 5: the money would probably not get spent until later,

[1:27:19] Voice 5: probably after the election,

[1:27:22] Voice 5: and it would be most likely in early, like beginning of 2027,

[1:27:27] Voice 5: the software purchase would be made

[1:27:30] Voice 5: and we'd start the rollout essentially

[1:27:34] Voice 5: because we would use the time from now until then

[1:27:39] Voice 5: to develop the plan with the staff

[1:27:42] Voice 5: to make sure that we're good

[1:27:44] Voice 5: and we can roll it out in a way that's successful.

[1:27:47] Voice 5: So delaying it until the next year is not a big issue.

[1:27:53] Voice 5: It's only a few months from the staff.

[1:27:56] Voice 5: we could still do the work to get it rolled out, we'd just be hopeful that if we do that

[1:28:04] Voice 5: work, that we would then get the funds in the next fiscal to actually do the implementation.

[1:28:10] Voice 5: So this is one where I feel it's something that has to be done.

[1:28:16] Voice 5: But when and how you start, if you wanted to delay it another year, that is not going

[1:28:21] Voice 5: to be a big issue at all.

[1:28:23] Voice 5: and I wouldn't, yeah, it wouldn't be a big problem

[1:28:27] Voice 5: from an IS point of view.

[1:28:29] Trustee Patrick: Thank you for that.

[1:28:30] Trustee Patrick: Vice Chair Peterson.

[1:28:34] Voice 4: Sure.

[1:28:34] Voice 4: My question on this item is on page 52.

[1:28:40] Voice 4: The first bullet under the issue opportunity section

[1:28:45] Voice 4: talks about regulatory requirements

[1:28:49] Voice 4: and perhaps the director can expand on that a little bit

[1:28:54] Voice 4: for our information.

[1:28:57] Voice 5: Yeah, so the provincial government has standards for records management.

[1:29:01] Voice 5: And because we're inside the public service, we're required to meet those standards.

[1:29:09] Voice 5: And we also have to protect data, public data, make sure that the privacy is protected.

[1:29:18] Voice 5: The current system makes steps towards that, but it's mostly on the basis of staff action.

[1:29:30] Voice 5: That is, a lot of it is on a kind of an honest system.

[1:29:34] Voice 5: We certainly have locked down certain directories so only certain staff can access them.

[1:29:42] Voice 5: but there is no monitoring of what goes in and out

[1:29:46] Voice 5: of the records management system.

[1:29:49] Voice 5: So anybody could literally plug in a USB stick

[1:29:54] Voice 5: and download data and take it out of the office

[1:29:56] Voice 5: and we wouldn't know that.

[1:29:58] Voice 5: There's no record of it.

[1:30:00] Voice 5: Whereas a records management system would at least provide a record of who's accessed information and when, and also what did they do.

[1:30:10] Voice 5: So that then meets the requirement that we know that the data is secure.

[1:30:16] Voice 5: So until we can make sure the data is secure, we're not in compliance in that sense.

[1:30:25] Voice 5: So that's what that first one is about.

[1:30:27] Voice 5: All right, thank you.

[1:30:30] Trustee Patrick: Follow-up, Vice-Chair Peterson?

[1:30:32] Voice 4: Thank you.

[1:30:33] Voice 4: So I think I just, I believe the Director just said

[1:30:38] Voice 4: that we're not in compliance, and I do have concerns about that.

[1:30:42] Voice 4: I don't know how likely we are to have that turn into a bigger problem,

[1:30:50] Voice 4: but I always do have concerns if we've identified areas

[1:30:54] Voice 4: where we're not in compliance with the regulatory regime.

[1:30:57] Voice 4: um so from that aspect um specifically i do have some concerns about not proceeding

[1:31:06] Voice 4: uh with this budget request thank

[1:31:10] Trustee Patrick: you vice charlotte thanks

[1:31:14] Voice 10: i feel exactly the same um

[1:31:16] Voice 10: i am a bit of an archivist and uh in what used to be my trade of of sort of

[1:31:24] Voice 10: keeping track of documents is incredibly important and if government is anything

[1:31:32] Voice 10: it is a record-keeping system of decisions and participants in those decisions and the way that

[1:31:41] Voice 10: we access those decisions informs our work going forward so I fully support this going ahead this

[1:31:49] Voice 10: year because my concern is that a new council who isn't familiar with the

[1:31:57] Voice 10: challenges of the current system of trustees accessing documents and a

[1:32:04] Voice 10: library that's not maintained to the standards that it needs to be won't

[1:32:10] Voice 10: understand the need and therefore wouldn't fund it I think this is a

[1:32:13] Voice 10: fundamental basic requirement for our administration to be able to move forward in the way that it

[1:32:26] Voice 10: should so yeah i fully support this i yeah and i will advocate for it at council thanks

[1:32:33] Trustee Patrick: thank you any other questions on these four items before we proceed i just would like to

[1:32:43] Trustee Patrick: look at sale bernie would you like us to consider this motion and then director sir max or should

[1:32:47] Trustee Patrick: Should we hear from Director Cervak and then consider one motion?

[1:32:54] Voice 7: Thank you, Chair.

[1:32:55] Voice 7: I think consider this motion because it's framed around the IAS budget in particular.

[1:33:02] Voice 7: But if you feel like your deliberations on the next item may impact how you might decide on this item,

[1:33:09] Voice 7: then it's fine to defer as well.

[1:33:11] Voice 7: If you need to consider how you would vote on either one in light of both, that's fine too.

[1:33:16] Trustee Patrick: Vice Chairs, how would you like to proceed?

[1:33:20] Trustee Patrick: Vice Chairman.

[1:33:21] Trustee Maude: Thank you, Chair.

[1:33:22] Trustee Maude: I would like to proceed with the motion before us.

[1:33:26] Trustee Maude: The only exception is I would like on item one for us to consider it to be option two of not purchasing laptops.

[1:33:39] Trustee Maude: And I don't know if you wish to discuss that separately before making the motion or if you'd like me to make the motion and discuss it in that form.

[1:33:47] Trustee Maude: I

[1:33:51] Trustee Patrick: guess if that's the discussion you'd like to have

[1:33:53] Trustee Patrick: then I think we should probably present the motion

[1:33:55] Trustee Patrick: just do the motion

[1:34:00] Trustee Patrick: that you would like to make

[1:34:01] Trustee Patrick: and then we could have that conversation

[1:34:03] Trustee Patrick: Director Marler

[1:34:04] Trustee Patrick: I

[1:34:06] Voice 5: was just going to suggest

[1:34:07] Voice 5: that if one of these is an issue

[1:34:09] Voice 5: you could pass the resolution to the other three

[1:34:11] Voice 5: and then consider the laptop one as a separate motion

[1:34:16] Trustee Patrick: Sure, thank you

[1:34:17] Trustee Patrick: that would work then

[1:34:18] Trustee Patrick: so why don't we do that

[1:34:19] Trustee Patrick: that let's hold on the laptop one and if there's if you're okay with two three and four

[1:34:27] Trustee Patrick: if someone would like to proceed with that motion then we can do the laptop one second

[1:34:31] Trustee Patrick: vice chair elliott sure

[1:34:35] Voice 10: i move that executive committee recommend trust council the following

[1:34:39] Voice 10: 2026 27 budget requests for inclusion in the draft 2026 27 budget in addition to the budget

[1:34:47] Voice 10: requests forwarded on September 3rd, 2025, and October 1st, 2025.

[1:34:55] Voice 10: One, $55,000 for records management, electronic document management, EDM.

[1:35:01] Voice 10: Two, $70,329 for GIS analyst.

[1:35:07] Voice 10: And three, $24,220 for GIS co-op.

[1:35:13] Trustee Patrick: Is there a second to this motion?

[1:35:14] Trustee Patrick: Seconded by Vice Chair Peterson.

[1:35:15] Trustee Patrick: person. Any discussion? I'll call the vote then. All those in favor, raise your hands.

[1:35:27] Trustee Patrick: And that carries. So Vice Chair Maude, let's get through to, that was the first one.

[1:35:38] Trustee Patrick: Do you want to make a motion?

[1:35:42] Trustee Maude: I don't know what's appropriate at this point in time because I don't

[1:35:47] Trustee Maude: support it. I'm certainly willing to put the motion on the floor for discussion, but I don't

[1:35:52] Trustee Maude: know if there's any support for the motion to even proceed.

[1:35:56] Trustee Patrick: Would you rather have a straw poll

[1:35:57] Trustee Patrick: before we proceed? Is that?

[1:36:00] Trustee Maude: Well, I think it's somewhat logical. I just, for me, I just, I don't

[1:36:07] Trustee Maude: understand the justification. As I said, if this was for staff, I could wrap my head a little bit

[1:36:12] Trustee Maude: around it. But I'm sitting looking at a laptop that I'm perfectly happy with. And if I was

[1:36:17] Trustee Maude: fortunate enough to be elected for the next term, I would have absolutely no concerns and not feel

[1:36:22] Trustee Maude: you know, put out by having the same laptop before me.

[1:36:25] Trustee Maude: So thank you.

[1:36:27] Trustee Patrick: Director Marler.

[1:36:29] Voice 5: Yeah, before you vote,

[1:36:31] Voice 5: we will be requiring all laptops come back from trustees

[1:36:36] Voice 5: before the end of term.

[1:36:37] Voice 5: And then whatever policy council has for distribution of laptops

[1:36:42] Voice 5: for the next term would apply.

[1:36:45] Voice 5: Again, these laptops will be used for staff.

[1:36:48] Voice 5: So we're kind of relying on them coming back.

[1:36:50] Voice 5: If they don't come back,

[1:36:52] Voice 5: we would have to purchase we'd have to adjust the budget to purchase additional laptop laptops on

[1:36:57] Voice 5: the backup to staff so um yeah it wouldn't be just keeping the laptop and going into the next

[1:37:04] Voice 5: time we were looking to take it back and then if council said it's not providing laptops then

[1:37:11] Voice 5: each trustee would be on their own to provide their own laptop thanks thank

[1:37:17] Trustee Patrick: you mr peterson

[1:37:21] Voice 4: So a couple of thoughts. The sort of succession planning around laptops, I think, is going from trustees and then to staff as part of the plan.

[1:37:43] Voice 4: And if trustee laptops aren't approved for the next term, then it creates a gap that sounds like it would have to be filled.

[1:38:02] Voice 4: So an expense would be incurred regardless to keep the, you know, keep the what would normally be backfilled by the trustee laptops moving on to staff so that there's some potential expense down the road for this type of hardware regardless.

[1:38:23] Voice 4: So I think that's a consideration that's important to think about from my perspective.

[1:38:29] Voice 4: And then, while I do understand Vice Chair Maude's concerns around exactly what sort of model and expenses needed for laptops, I wouldn't support not providing any laptops for trustees.

[1:38:53] Voice 4: because I am certainly aware over the last three terms

[1:38:57] Voice 4: that not everyone elected necessarily has an appropriate laptop

[1:39:04] Voice 4: or necessarily the sort of spare funds to get one that works.

[1:39:13] Voice 4: And then also, of course, the considerations that we've heard

[1:39:16] Voice 4: from IT staff around the time it takes

[1:39:23] Voice 4: to ensure that laptops that are being brought in

[1:39:28] Voice 4: by trustees are compatible and suitable

[1:39:32] Voice 4: and help support the security considerations.

[1:39:37] Voice 4: So it's a long-winded way to say I'm not in support

[1:39:42] Voice 4: of the notion of not funding any trustee laptops

[1:39:46] Voice 4: For those reasons, I would definitely be open to consideration of what type of model and expense per laptop could be explored. But anyway, I'll leave it there for now.

[1:40:03] Voice 8: Thank you. Vice Chair Elliott.

[1:40:05] Voice 8: Yeah,

[1:40:06] Voice 10: just really quickly, could we amend the business case to say, you know, five laptops at this cost, and this will be re-evaluated when the need is demonstrated how many laptops are actually needed?

[1:40:21] Voice 10: Like, I understand we've got a budget for approximately what we think we need. And based on the history, 15 seems an adequate number. But we're always going to come up with budget adjustments anyways. And I think by November 2026, we'll have a better idea of what's actually needed.

[1:40:42] Voice 10: and perhaps staff can come back with, well, we'll have a better idea of how many laptops are needed.

[1:40:50] Voice 10: So is five or six or ten, if we could adjust it?

[1:40:59] Trustee Patrick: CAO Brony.

[1:41:01] Voice 7: Thank you, Chair. Yes, I mean, you could certainly adjust the proposed budget amount.

[1:41:07] Voice 7: You could reduce that, and then we would have to find ways to work within that.

[1:41:11] Voice 7: You know, the risk, of course, is that if we had higher demand, then we were able to fund for the type of machine that we usually provide, then we would either have to find a cheaper alternative to meet that need, or would be in a position of not being able to equitably support the need for various trustees, right?

[1:41:32] Voice 7: So if we reduce the budget for this item significantly and then had 15 or 16 trustees who said, yes, I need a computer to be able to do my job, and we weren't able to meet all of that need, that would create a challenge for us.

[1:41:48] Voice 7: But ultimately, the question here is we're giving you this estimate based on past assessment of what we've needed and what the cost for comparable computers to what we normally have provided is.

[1:42:03] Voice 7: But if you want to reduce the overall budget amount, then, as is the case with any budget item, you would have to then just find a way to work within that and manage within that envelope.

[1:42:14] Trustee Patrick: All right, thank you.

[1:42:15] Trustee Patrick: Vice Chair Maude, anything new?

[1:42:18] Trustee Maude: Well, yes, because, you know, I'm really struggling with this because the business case says on option two, it says the risks, benefits, blah, blah, blah.

[1:42:30] Trustee Maude: It doesn't speak in any way, shape or form of the trustees going anywhere, but the laptops going anywhere back than going back to trustees.

[1:42:39] Trustee Maude: trustees um director marler has stated that the laptops will be going into the pool and

[1:42:46] Trustee Maude: they'll be going in various directions that's not stated in the business case

[1:42:49] Trustee Maude: um um and nor nor is anywhere in the business case is there any speaking of the distribution

[1:42:57] Trustee Maude: of laptops um to staff like the business case only speaks about the laptops remaining in

[1:43:04] Trustee Maude: circulation within the trustees. And the other part is it says other implications. It says this

[1:43:11] Trustee Maude: could disadvantage some trustees who may find they have out-of-date and computers in which

[1:43:17] Trustee Maude: trust staff are unable to support, which I don't personally support that notion.

[1:43:23] Trustee Maude: I would suggest that this business case needs to be totally rewritten

[1:43:27] Trustee Maude: with more options, including the numbers

[1:43:30] Trustee Maude: as Trustee Elliott has considered

[1:43:34] Trustee Maude: and the notion that Vice Chair Peterson has given

[1:43:39] Trustee Maude: of considering different standards of laptops for trustees.

[1:43:45] Trustee Maude: Because this whole business case is about trustee laptops.

[1:43:49] Trustee Maude: And somehow we've morphed into a discussion

[1:43:51] Trustee Maude: about laptops going to staff.

[1:43:54] Trustee Maude: And that's not in this business case.

[1:43:57] Trustee Maude: um so i just i i stand by option two is what i'd like to see and i and and i'd like to stick

[1:44:04] Trustee Maude: to the justifications that are presented to for us thank you and

[1:44:09] Trustee Patrick: vice chair peterson uh just to

[1:44:14] Voice 4: vice chair maude's point um within option two uh in the risks it does speak about the pool of

[1:44:25] Voice 4: uh laptops uh relying on previous laptops uh saving costs purchasing s extra laptops

[1:44:33] Voice 4: um to be rolled over for the work from home and spare laptops for backups for staff i recognize

[1:44:39] Voice 4: that it's not that is not laid out uh in option one and perhaps it should be um to provide that

[1:44:49] Voice 4: uh type of clarity especially as trust council potentially um looks at this so um i think having

[1:44:59] Voice 4: that spelled out clearly under option one as as well as in option two would be a benefit for um

[1:45:06] Voice 4: any debate all

[1:45:09] Trustee Patrick: right thank you director marler yeah

[1:45:13] Voice 5: thank you i'm just going to say that i can

[1:45:15] Voice 5: certainly update the business case to make sure it's clear in those two options and

[1:45:23] Voice 5: if you want to go with option two you can certainly do that we can come back with a budget

[1:45:30] Voice 5: implication of that the only budget implication i can think about is well a couple things one is we

[1:45:38] Voice 5: would probably have to put some money in because we are running out of spare laptops we were

[1:45:42] Voice 5: relying on the ones coming back from trustees to replenish that.

[1:45:46] Voice 5: So we're probably looking for a budget to

[1:45:50] Voice 5: up that. We don't need 15, by the way, but we certainly need some

[1:45:54] Voice 5: funding to make sure our backups are available.

[1:45:59] Voice 5: And also, we may need to have some

[1:46:02] Voice 5: contingency for replacement of laptops that are out of warranty

[1:46:06] Voice 5: if they fail during the four-year time. Thanks.

[1:46:10] Voice 5: Thank

[1:46:12] Trustee Patrick: you. I know I'd like to add my comments. I think my biggest concern is equity, that we want to hope that anyone wishes to run for office could be equipped to do their job to the best of their abilities.

[1:46:31] Trustee Patrick: and i i don't share vice chair mod's experience with electronics i find that

[1:46:39] Trustee Patrick: the the the recycle rate is much faster with laptops and things technology is expanding

[1:46:46] Trustee Patrick: rapidly and i look at staff as having to do more work to hobble and keep older equipment moving

[1:46:53] Trustee Patrick: forward as well as the difficulty it can put on a trustee if they're preparing for a meeting and

[1:46:59] Trustee Patrick: their laptop ceases to function um you know so i think there is a balance of having equipment that

[1:47:07] Trustee Patrick: is new enough that works well and can work into the overall inventory of equipment i think the

[1:47:14] Trustee Patrick: question is more how many uh that's we know we're going to be guessing uh so whether it's 10 15

[1:47:20] Trustee Patrick: um you know that that i think is the our biggest question and director marler is your hand still

[1:47:29] Trustee Patrick: up

[1:47:29] Voice 5: um no thank you no

[1:47:33] Trustee Patrick: so i'm looking for a direction from trustees is there either amendment

[1:47:39] Trustee Patrick: to this business case or to proceed with the motion how would you like to go vice chair peterson

[1:47:47] Trustee Patrick: just

[1:47:51] Voice 4: mentioned i would like to see the business case amended with a little bit more expansion

[1:47:56] Voice 4: in in option one discussing the rollover to staff so that it's made clear and explicit in as part

[1:48:05] Voice 4: of option one um and i think at that at this point if if we can make that uh explicit in the business

[1:48:17] Voice 4: case and i would support um forwarding the request as is to trust council and have the debate there

[1:48:26] Voice 4: um yeah i think that's i think that's sort of where i'm at at this time all

[1:48:33] Trustee Patrick: right thank you

[1:48:34] Trustee Patrick: then i'd look to staff do we need a motion to request you to add information to this business

[1:48:40] Trustee Patrick: case if it doesn't change the dollar value uh

[1:48:43] Voice 5: no i can take you that i'll make those changes

[1:48:47] Trustee Patrick: okay thank you um if there is no proposal then to change the dollar value then there is uh the

[1:48:58] Trustee Patrick: motion back at the top of page 44 for the item number one vice chair peterson i'm prepared to

[1:49:10] Voice 4: make uh the motion uh so i move that executive committee recommend to trust council the following

[1:49:18] Voice 4: 20 26 27 budget request for inclusion in the draft 20 26 27 budget in addition to the budget

[1:49:27] Voice 4: request for it on september 3rd 2025 and october 1st 2025 uh 32 400 for laptops for incoming

[1:49:38] Voice 4: coming trustees as amended.

[1:49:44] Trustee Patrick: Okay. Is there a second? Seconded by Vice Chair Elliott. Any

[1:49:49] Trustee Patrick: discussion? Vice Chair Elliott.

[1:49:56] Voice 10: Thank you. I have been convinced by the conversation that we need

[1:50:01] Voice 10: to provide equitable access to technology that makes our work possible. But if some more options

[1:50:10] Voice 10: can be presented and um a more fulsome discussion in the business case i think it'll make it clear

[1:50:17] Voice 10: to council why this option is preferred and secondly i think it's up to financial planning

[1:50:24] Voice 10: committee to make a request to reduce the budget if they feel it's appropriate our job is to make

[1:50:31] Voice 10: sure that trust council trustees and staff can um actually operate and uh and do their work so

[1:50:40] Voice 10: i think this is in line with that thanks thank you any

[1:50:46] Trustee Patrick: other debate if not i will call

[1:50:50] Trustee Patrick: the question all those in favor please raise your hands all right lower your hands any opposed

[1:51:02] Trustee Patrick: Opposed? And that carries.

[1:51:06] Trustee Maude: And I'd like to have my vote recorded, please.

[1:51:09] Trustee Patrick: All right. Thank you.

[1:51:13] Trustee Patrick: All right. I think it's Director Cermak was going to introduce a land use business case for the co-op student.

[1:51:20] Trustee Patrick: Land use planning.

[1:51:23] Trustee Patrick: Director Cermak, are you there?

[1:51:25] Voice 6: I am. Thank you, Chair.

[1:51:27] Voice 6: Sorry, delayed response to turning these things on.

[1:51:31] Voice 6: on. First, my apologies, EZ, that I did not include this in the agenda package. My administrative

[1:51:38] Voice 6: swiftness is admittedly wanting at moments. So, you did see this at the Financial Planning

[1:51:44] Voice 6: Committee. And thank you to Alex for putting it on the screen for me here. You may or may

[1:51:52] Voice 6: not be aware that the Planning Services annually has, for decades now, had a planning student

[1:52:00] Voice 6: student co-op in the summer um they it's we have been inconsistent about presenting you with a

[1:52:07] Voice 6: business case um and that's just been through various directions uh the finance director has

[1:52:12] Voice 6: been very clear with me we need to put a business case before you and so it's here for you to

[1:52:17] Voice 6: affirm that there's been there's no standing business or budget line item in the in the um

[1:52:24] Voice 6: in your regular budget for this item so it's presented to you um like i said it's been an

[1:52:28] Voice 6: ongoing program that we've had in place for many, many years. The total cost is projected at $26,440,

[1:52:37] Voice 6: not including the laptop. And what can I say? The program itself is extremely valuable

[1:52:48] Voice 6: for so many reasons. I know each one of you have had a chance to interact with

[1:52:52] Voice 6: the co-op students over their over your term whether this one previous or other

[1:52:57] Voice 6: you know in the business case i bring examples of you know the fresh energy the enthusiasm the

[1:53:05] Voice 6: extra support for projects most recently last term we had a co-op student who really helped us

[1:53:11] Voice 6: on gabriola helped us with digging into our files for the first nations referral project

[1:53:18] Voice 6: um i projected in the business case even further back my my favorite story and it's just you know

[1:53:25] Voice 6: i really appreciate the work of uh i was gonna call him planner yeomans no senior policy advisor

[1:53:29] Voice 6: jason yeomans was originally a uh a co-op student and here he is leading your your penultimate

[1:53:36] Voice 6: project for um the policy statement and i couldn't think of a better example to display

[1:53:41] Voice 6: not every planner is going to stay with us um but as we develop these relationships and they

[1:53:48] Voice 6: They grow and mature with us.

[1:53:49] Voice 6: They become invaluable to us.

[1:53:51] Voice 6: So I presented to you here in my perspective,

[1:53:54] Voice 6: or at least from Planning Services' perspective,

[1:53:56] Voice 6: it is a minor cost with great benefit.

[1:53:59] Voice 6: I'm happy to give you more discussion about it.

[1:54:03] Voice 6: And yeah, in terms of a resolution, if you need one,

[1:54:07] Voice 6: you could use the same resolution that was on page 44 of your agenda package

[1:54:11] Voice 6: that the ECE recommended to Trust Council to include this in their budget.

[1:54:16] Voice 6: it happy to take any questions thank you all

[1:54:21] Trustee Patrick: right uh questions uh vice charlotte uh

[1:54:25] Voice 10: thanks so the

[1:54:26] Voice 10: value of the request is it twenty six thousand four forty plus two thousand what's the total

[1:54:32] Voice 10: uh request we're looking at i

[1:54:36] Voice 6: did yeah i made sure that the laptops uh included there just so

[1:54:40] Voice 6: we didn't lose track of it um that we may or may not need a laptop i'm happy to you know we do have

[1:54:47] Voice 6: enough laptops to exclude it so i that's why it's separated out um so for new staff the request is

[1:54:54] Voice 6: the 26,440 um but um i would certainly uh entertain including a new laptop just to make sure we have

[1:55:01] Voice 6: that cost covered if needed as especially entertaining the last considering the last

[1:55:06] Voice 6: discussion we had so the total it's a good question i might actually turn to director for

[1:55:11] Voice 6: writer, no, director of MOBS, she was sort of walking me through the various, what the actual

[1:55:17] Voice 6: number is in the budget. So I can certainly add those two numbers together, not a problem, but

[1:55:23] Voice 6: the exact ask. My understanding is it would be $26,440, not including the laptop.

[1:55:29] Voice 6: All

[1:55:31] Trustee Patrick: right, that would be $29,190, I believe, would be the two numbers added together,

[1:55:37] Trustee Patrick: other but uh vice chair peterson well

[1:55:41] Voice 4: the director um uh alluded to it but of course uh after our

[1:55:45] Voice 4: previous discussion the first thing that popped out to me was the uh nearly uh you know the 2750

[1:55:52] Voice 4: for a new laptop and and whether in fact there were sufficient uh machines um available uh

[1:56:01] Voice 4: especially in light of the conversation we had.

[1:56:04] Voice 4: And that seems like, if that is the case,

[1:56:11] Voice 4: it seems like a fairly reasonable place

[1:56:15] Voice 4: to amend the budget downwards.

[1:56:21] Voice 4: So yeah, that was my consideration.

[1:56:24] Trustee Patrick: So if I'm to understand,

[1:56:27] Trustee Patrick: you're suggesting that it not include the 2750?

[1:56:32] Voice 4: um yeah i i think that uh i believe i heard the director say that that the uh the additional

[1:56:40] Voice 4: new laptop wouldn't be essential and could be um uh could be dealt with uh if if it's left out of

[1:56:48] Voice 4: the business case well that would be my suggestion and then i i also think that that that type of

[1:56:55] Voice 4: information is useful for the discussion we had on the previous item all

[1:57:03] Trustee Patrick: right thank you director

[1:57:04] Trustee Patrick: Cermak thank

[1:57:06] Voice 6: you chair yeah I think we could make do without a new laptop again I put this in just

[1:57:10] Voice 6: to make sure we kind of have a spreadsheet that we go through for new costs but considering it's

[1:57:15] Voice 6: not a new staff member it's temporary and where we will have at least a spare laptop

[1:57:20] Voice 6: I dare say kicking around that we could use so I'd be comfortable removing that if that's the

[1:57:25] Voice 6: the wish of the EC.

[1:57:27] Trustee Patrick: All right. Thank you. Any other questions for Director Cermak? Vice Chair Elliott?

[1:57:34] Voice 10: No questions. I'd be happy to make a motion if we're ready. You can

[1:57:38] Trustee Patrick: use the motion from page 44

[1:57:40] Trustee Patrick: and proceed.

[1:57:42] Voice 10: I move that Executive Committee recommend to Trust Council the following 2026-27

[1:57:48] Voice 10: budget request for inclusion in the draft 2026-27 budget in addition to the budget request for

[1:57:54] Voice 10: forward on september 3rd 2025 and october 1st 2025 uh consideration of oh it's

[1:58:04] Trustee Patrick: 26 440 if you're

[1:58:06] Trustee Patrick: doing minus the laptop there it is 26

[1:58:09] Voice 10: 440 for a co-op planning student temporary is

[1:58:19] Trustee Patrick: it i don't

[1:58:20] Trustee Patrick: think it has to say temporary i think it's just co-op can we get the right title please if i

[1:58:26] Trustee Patrick: think just scroll up there alexandra yeah planner

[1:58:32] Trustee Patrick: co-op student there it is level two i

[1:58:35] Voice 10: i think we

[1:58:36] Voice 10: should add brackets temporary because we've added if a position is permanent or not um i mean it's

[1:58:43] Voice 10: in the business case so maybe it doesn't matter but okay i

[1:58:47] Voice 3: think

[1:58:50] Voice 7: a co-op by its very nature is

[1:58:53] Voice 7: is temporary. And so I don't think we need to specify it. It's by its nature is only a 16-week

[1:58:59] Voice 7: term. Okay. Thank you.

[1:59:03] Voice 10: That's it then. Thanks.

[1:59:04] Trustee Patrick: All right. Is there a second? Seconded by Vicer

[1:59:08] Trustee Patrick: Maude. Is there any discussion? I'll call the vote then. All those in favor, raise your hands.

[1:59:19] Trustee Patrick: And that carries. All right. Prestige. I'm going to keep on moving forward then. Thank you for

[1:59:28] Trustee Patrick: your work and we'll have more conversations as the budget proceeds with the next financial

[1:59:33] Trustee Patrick: planning committee um under new business we have item 11.2.1 which is the uh union of bc

[1:59:40] Trustee Patrick: municipalities uh grant payments and that was provided in the context notes at the opening of

[1:59:48] Trustee Patrick: the um meeting so basically we need to proceed with this motion that's uh in the agenda

[1:59:57] Trustee Patrick: on page three of your agenda pack.

[2:00:00] Trustee Patrick: or go ahead, Vice Chair Peterson.

[2:00:04] Voice 4: I'm prepared to make the motion.

[2:00:07] Voice 4: I move that an executive committee authorize

[2:00:09] Voice 4: the Union of British Columbia Municipalities

[2:00:11] Voice 4: to make all future grant payments by direct deposit.

[2:00:16] Trustee Patrick: So is there a second?

[2:00:18] Trustee Patrick: Seconded by Vice Chair Maude.

[2:00:20] Trustee Patrick: Any discussion?

[2:00:23] Trustee Patrick: I'll call the vote.

[2:00:24] Trustee Patrick: All those in favor, raise your hands.

[2:00:27] Trustee Patrick: And that carries.

[2:00:30] Trustee Patrick: All right, we have 11.5.1,

[2:00:33] Trustee Patrick: which is the appointment of deputy secretary for the salt spring office request for decision on

[2:00:39] Trustee Patrick: page 68 the agenda package who's going to present that one i

[2:00:46] Voice 5: will go

[2:00:47] Trustee Patrick: ahead director marlin yeah

[2:00:49] Voice 5: thank you so this is um a requirement in the alice trust act that you appoint

[2:00:56] Voice 5: appoint offices, secretary, and treasurer, and under the Interpretation Act, the authority

[2:01:05] Voice 5: to appoint offices includes the authority to appoint deputies as well.

[2:01:14] Voice 5: So we have a practice of having a deputy secretary in each of the offices.

[2:01:19] Voice 5: They work usually with the planning team, and they're able to then sign up on bylaws

[2:01:25] Voice 5: and other documents as required on my behalf

[2:01:29] Voice 5: and for Trust Council.

[2:01:32] Voice 5: The appointments are by person, not by position.

[2:01:35] Voice 5: The current appointed person is Rob Pingel,

[2:01:39] Voice 5: who was the legislative clerk.

[2:01:41] Voice 5: Rob is still with us,

[2:01:42] Voice 5: but he has moved into a different position.

[2:01:45] Voice 5: So it makes sense now to appoint Britt Holowaty,

[2:01:50] Voice 5: who is the new legislative clerk for the Salt Spring office,

[2:01:53] Voice 5: as the Deputy Secretary for that office.

[2:01:57] Voice 5: You do not need to rescind Rob's appointment

[2:02:01] Voice 5: under the Interpretation Act.

[2:02:04] Voice 5: Once you appoint somebody else,

[2:02:06] Voice 5: the previous person is then automatically no longer in.

[2:02:11] Voice 5: So the resolution is on the screen for you.

[2:02:13] Voice 5: Thank you.

[2:02:15] Trustee Patrick: All right.

[2:02:15] Trustee Patrick: I've had the opportunity to meet Britt

[2:02:18] Trustee Patrick: and welcome her to the Salt Spring Island team.

[2:02:21] Trustee Patrick: I'd entertain a motion to make the

[2:02:24] Trustee Patrick: appointment

[2:02:29] Trustee Patrick: go ahead Trustee Peterson

[2:02:31] Trustee Patrick: I

[2:02:33] Voice 4: move that the Executive Committee

[2:02:34] Voice 4: appoint Legislative Clerk

[2:02:37] Voice 4: Britt Holowaty

[2:02:38] Voice 4: as Deputy Secretary for the

[2:02:40] Voice 4: Salisbury Island Office

[2:02:42] Trustee Patrick: Is there a second?

[2:02:44] Trustee Patrick: Seconded by Vice Chair Elliott

[2:02:46] Trustee Patrick: Is there any discussion?

[2:02:50] Trustee Patrick: I will call a vote then. All those in favor raise your hands

[2:02:54] Trustee Patrick: and that too carries

[2:02:55] Trustee Patrick: Thank you very much and I'll be letting

[2:02:57] Trustee Patrick: letting trust counsel know of our appointment in my weekly newsletter.

[2:03:01] Trustee Patrick: So thank you. All right, trustees,

[2:03:05] Trustee Patrick: next item that we have before us is the work program,

[2:03:09] Trustee Patrick: a page, a page 70, which is item 13.1.

[2:03:15] Trustee Patrick: Are there any corrections or changes to our work program at this time?

[2:03:20] Trustee Patrick: Not seeing any,

[2:03:29] Trustee Patrick: we just accept that and keep on doing our work.

[2:03:34] Trustee Patrick: Oh, vice chair Peterson.

[2:03:35] Trustee Patrick: Yeah,

[2:03:37] Voice 4: thank you, Chair. Just item one, I wonder if we should be flagging this for discussion when we do send our work program to Trust Council with consideration around item 1A.

[2:03:54] Voice 4: you know we've we've had the we've had the responses that we've had

[2:04:03] Voice 4: does this need to stay on the EC work program as written or should it be amended to

[2:04:14] Voice 4: to reflect sort of the reality whether whether we prefer that reality or not there it is

[2:04:23] Voice 4: so that was my thought.

[2:04:25] Trustee Patrick: And CAO Bronnie.

[2:04:27] Voice 7: Yeah thank you through the chair I believe it might

[2:04:29] Voice 7: have been our last meeting we flagged that I will likely bring that forward to trust council just

[2:04:33] Voice 7: for as a to seek direction on whether or not any further action is required on that item it's a

[2:04:39] Voice 7: strategic plan item as well so we'll want to see clarity on both A and B whether or not at this

[2:04:44] Voice 7: time anything further is required thanks. All right thank

[2:04:47] Trustee Patrick: you so for now it must remain.

[2:04:49] Trustee Patrick: name okay so if there are no other comments on that then we have our next meeting which will be

[2:04:59] Trustee Patrick: electronic oh no it's in person sorry i should look closely at my agenda it's in person on

[2:05:04] Trustee Patrick: november 19th at 9 15 in the morning and um i look to trust we have an in camera so should we

[2:05:12] Trustee Patrick: proceed and we'll go into the in camera up alexandra thank

[2:05:18] Voice 9: you chair i just need to put

[2:05:20] Voice 9: on screen a new motion to go into closed meeting as i forgot one section that we need to state

[2:05:26] Voice 9: all right thank you i appreciate that just bear with me one moment happy

[2:05:36] Voice 3: to for the public

[2:05:46] Trustee Patrick: watching us uh we will uh be rising reporting if necessary in the next meeting so thank anyone that

[2:05:56] Trustee Patrick: was watching us today for attending all right is this ready yes

[2:06:04] Voice 9: okay

[2:06:05] Trustee Patrick: who would like to proceed with

[2:06:07] Trustee Patrick: the motion vice chair peterson i

[2:06:15] Voice 4: move that the meeting be closed to the public subject to sections

[2:06:19] Voice 4: 91 a c and i of the community charter in order to consider matters related to personal information

[2:06:26] Voice 4: about an identifiable individual who holds or is being considered for a position as an officer

[2:06:32] Voice 4: employee or agent of the Islands Trust or another position appointed by the

[2:06:36] Voice 4: Islands Trust labor relations or other employee relations and the receipt of

[2:06:42] Voice 4: advice that is subject to solicitor-client privilege including

[2:06:45] Voice 4: communications necessary for that purpose and that staff attend the

[2:06:49] Voice 4: meeting.

[2:06:50] Trustee Patrick: Is there a second? Seconded by

[2:06:52] Trustee Patrick: Meister Maude. Any discussion? Was that

[2:06:57] Trustee Patrick: discussion Meister Elliott?

[2:07:01] Voice 10: I had asked for an item to be added to the in-camera

[2:07:05] Voice 10: agenda I'm just pausing to see whether it's covered by these sections I think it is

[2:07:15] Trustee Patrick: I think

[2:07:18] Trustee Patrick: it is too okay all right thank you

[2:07:22] Trustee Patrick: is there any further discussion otherwise I'll call the vote

[2:07:27] Trustee Patrick: all those in favor raise your hands that carries and we'll wait a moment to go into camera thank you

_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 1 of 8 
     Executive Committee 
     Minutes of a Regular Meeting 
 
Date:  
Location:  
Wednesday, October 29, 2025 
Electronic Meeting, and a physical location to view the livestream of 
the meeting:   
Islands Trust Victoria Office 
#200 - 1627 Fort Street 
Victoria, BC V8R 1H8 
 
Members Present: Laura Patrick, Chair, Salt Spring Island Local Trust Area 
Tobi Elliott, Vice-Chair, Gabriola Island Local Trust Area 
 
 David Maude, Vice-Chair, Mayne Island Local Trust Area  
 Timothy Peterson, Vice-Chair, Lasqueti Island Local Trust Area  
   
Staff Present: Rueben Bronee, Chief Administrative Officer 
Stefan Cermak, Director, Planning Services 
 
 Clare Frater, Director, Trust Area Services  
 David Marlor, Director, Legislative and Information Services 
Julia Mobbs, Director, Financial and Employee Services 
 
 Joe Elliott, Senior Indigenous Relations Advisor 
Alexandra Trifonidis, Executive Coordinator 
 
   
Members of the public 
present: 
One member of the public was present.   
1. CALL TO ORDER 
The meeting was called to order at 9:16 a.m.  
2. TERRITORIAL ACKNOWLEDGEMENT 
Chair Patrick welcomed back staff returning from the British Columbia General Employees’ 
Union (BCGEU) strike and acknowledged that the meeting was being held in traditional 
territory of many Coast Salish First Nations.  
 
Remarks were made regarding the Quw’utsun Nation’s public statement of October 27, 
2025, responding to misleading information circulating about their Aboriginal title case 
filing. 
 
Thoughts and condolences were expressed for Jamaica in light of the hurricane that had 
travelled through the Caribbean yesterday. 
3. APPROVAL OF AGENDA 
3.1 Introduction of New Items 
The following additions to the agenda were presented for consideration: 

 
_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 2 of 8 
• 5.2 Draft Executive Committee Meeting Minutes of October 1, 2025 
• 10.1.5.1.1 Business Case for Planner Co-op Student (Level 2) 
3.2 Approval of Agenda 
By general consent the agenda was approved, as amended. 
3.2.1 Agenda Context Notes 
By general consent the Agenda Context Notes were received for 
information.  
4. RISE AND REPORT DECISIONS FROM PREVIOUSLY CLOSED MEETING 
 No report was provided. 
5. ADOPTION OF MINUTES / RESOLUTION WITHOUT MEETING 
5.1 EC-RWM-2025-03 Cancel October 15th Executive Committee Special Meeting 
By general consent EC-RWM-2025-03 was received for information.  
5.2 Draft Executive Committee Meeting Minutes of October 1, 2025 
By general consent the Executive Committee minutes of October 1, 2025 
were adopted as presented. 
6. FOLLOW UP ACTION LIST AND UPDATES 
6.1 Follow Up Action List/Director/CAO Updates 
The Committee reviewed the follow up action list, and Directors provided their area 
reports.  
The Chief Administrative Officer shared an update on the BCGEU strike action. 
6.2 Local Trust Committee Chair Updates and Reports on Local Advocacy Topics 
Local Trust Committee Chairs provided updates on recently attended and upcoming 
local trust committee meetings, as well as current local advocacy topics.  
Vice-Chair Elliott shared at this time she will not continue to chair Lasqueti Island 
Local Trust Committee meetings in-person until a safer venue for all attendees 
(trustees, staff and members of the public) is found to hold the meetings.  
6.3 Islands Trust Conservancy Liaison Update 
  The Islands Trust Conservancy liaison provided an update. 
7. BYLAWS FOR APPROVAL CONSIDERATION 
7.1 Bowen Island Municipality – Official Community Plan Amendment Bylaw No. 
671 - Request For Decision 
The Director of Planning spoke to the Request For Decision, noting that it is coming 
to the Committee for final approval.  
 

 
_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 3 of 8 
EC-2025-133 
It was MOVED and SECONDED, 
that Executive Committee approve Bylaw No. 671, cited as “Bowen Island 
Municipality Official Community Plan Bylaw No. 282, 2010 Amendment 
Bylaw No. 671, 2024” pursuant to Section 38 of the Islands Trust Act. 
CARRIED 
7.2 Gabriola Island Local Trust Committee - Proposed Bylaw No. 323 – Repeal of 
Meeting Procedures Bylaw - Request For Decision  
The Director of Planning spoke to the Request For Decision, noting it is an 
administrative bylaw that the Committee had seen many of in the past.  
 
EC-2025-134 
It was MOVED and SECONDED, 
that the Islands Trust Executive Committee approve Gabriola Island Local 
Trust Committee Bylaw No. 323, cited as "Gabriola Island Local Trust 
Committee Meeting Procedures Repeal Bylaw No. 323, 2025" in accordance 
with Section 27 of the Islands Trust Act. 
CARRIED 
7.3 Hornby Island Local Trust Committee - Proposed Bylaw No. 179 – Repeal of 
Meeting Procedures Bylaw - Request For Decision 
EC-2025-135 
It was MOVED and SECONDED, 
that the Islands Trust Executive Committee approve Hornby Island Local 
Trust Committee Bylaw No. 179, cited as "Hornby Island Local Trust 
Committee Meeting Procedures Repeal Bylaw No. 179, 2025" in accordance 
with Section 27 of the Islands Trust Act. 
CARRIED 
8. TRUST COUNCIL MEETING PREPARATION 
8.1 Executive 
8.1.1 Draft December Trust Council 3-day Schedule 
The Chief Administrative Officer introduced a new addition to the meeting, 
Brodie Guy, Chief Executive Officer of the Island Coastal Economic Trust, 
and noted the potential for him to facilitate a training session for Trust 
Council on Tuesday evening. 
The Committee reviewed the schedule, and discussion ensued regarding: 
• Minister Boyle’s attendance 
• Extending an invitation to the Islands Trust Conservancy Board members 
• The topic of discussion for the San Juan County joint session 
8.1.2 Draft 2026/27 Executive Committee and Trust Council Meeting Schedule - 
Request For Decision  

 
_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 4 of 8 
   The Chief Administrative Officer presented the item. 
   Discussion ensued on: 
• the format (in-person versus electronic) of the July 29, 2026 meeting; 
and, 
• budgetary considerations. 
EC-2025-136 
It was MOVED and SECONDED, 
that Executive Committee adopt the meeting dates and formats as 
set out in the proposed 2026/27 Executive Committee meeting 
schedule. 
 CARRIED 
EC-2025-137 
It was MOVED and SECONDED, 
that Executive Committee request staff prepare a Request for 
Decision for Trust Council to approve their 2026/27 meeting 
schedule. 
CARRIED 
8.2 Planning Services - None 
8.3 Financial and Employee Services - None 
8.4 Trust Area Services - None 
8.5 Legislative and Information Services - None 
9. COMMITTEE OF THE WHOLE MEETING PREPARATION 
9.1 Draft November 17, 2025 Islands Trust Council Committee of the Whole Agenda 
The Chief Administrative Officer spoke to the draft agenda, which the Committee 
then reviewed. 
Staff spoke to the following items: 
• Clarification was provided regarding the reason for holding a closed 
session 
• Next steps were outlined for proposed changes or amendments to 
the Code of Conduct. 
• It was noted that Trust Council requested this work be undertaken. 
• Funding for the participation of the lawyer for the meeting is being 
provided through a Local Government Management Association 
(LGMA) grant. 
• The inclusion of cultural safety within the Code of Conduct was 
discussed. 
• Staff spoke to the province’s proposed new legislation for a 
mandatory code of conduct for municipalities.  
 
The Committee recessed for break at 10:29 a.m. and returned at 10:41 a.m. 
 

 
_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 5 of 8 
10. EXECUTIVE COMMITTEE PROJECTS 
10.1 Trust Council Initiated 
10.1.1 Executive - None 
10.1.2 Trust Area Services - None 
10.1.3 Planning Services - None 
10.1.4 Financial and Employee Services - None 
10.1.5 Legislative and Information Services 
10.1.5.1 Executive Committee 2026/27 Information Services Budget 
Requests - Request For Decision 
The Director of Legislative and Information Services spoke to 
the Request For Decision, noting that the business cases had 
been presented in draft form to the Financial Planning 
Committee and were now before the Committee for 
approval, for inclusion in the draft Islands Trust 2026/27 
budget. 
     Discussion ensued on: 
• Cost, use, warranty and software for laptops 
Clarity on the details of the Records Management Electronic 
Document Management project was provided by staff, 
including the projected project timeline and legislative 
requirements and standards. Discussion ensued. 
EC-2025-138 
It was MOVED and SECONDED, 
that Executive Committee recommend to Trust 
Council the following 2026/27 budget requests for 
inclusion in the draft 2026/27 budget, in addition to 
the budget requests forwarded on September 3, 2025 
and October 1, 2025: 
• $55,000 for Records Management Electronic 
Document Management (EDM); 
• $70,329 for GIS Analyst; and 
• $24,220 for GIS Co-op. 
CARRIED 
Discussion on laptops was picked up again. 
 
EC-2025-139 
It was MOVED and SECONDED, 
that Executive Committee recommend to Trust 
Council the following 2026/27 budget request for 
inclusion in the draft 2026/27 budget, in addition to 

 
_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 6 of 8 
the budget requests forwarded on September 3, 2025 
and October 1, 2025: 
• $32,400 for Laptops for in-coming trustees, as 
amended.  
CARRIED 
Vice-Chair Maude Opposed 
 
10.5.1.1.1 Business Case for Planner Co-op Student (Level 2) 
     The Director of Planning Services spoke to the item.  
The Committee reviewed the business case and discussion 
ensued on the inclusion or exclusion of the additional funds 
needed for a new laptop.  
EC-2025-140 
It was MOVED and SECONDED, 
that Executive Committee recommend to Trust 
Council the following 2026/27 budget request for 
inclusion in the draft 2026/27 budget, in addition to 
the budget requests forwarded on September 3, 2025 
and October 1, 2025: 
• $26,440 for a Planner Co-op Student (Level 2). 
CARRIED 
10.2 Executive Committee Initiated - None 
11. NEW BUSINESS 
11.1 Executive/Trust Council - None 
11.2 Trust Area Services 
11.2.1 Union of British Columbia Municipalities (UBCM) Grant Payments 
EC-2025-141 
It was MOVED and SECONDED, 
that the Executive Committee authorize the Union of British 
Columbia Municipalities to make all future grant payments by direct 
deposit.        
                 CARRIED 
11.3 Planning Services - None  
11.4 Financial and Employee Services - None 
11.5 Legislative and Information Services 
11.5.1 Appointment of Deputy Secretary – Salt Spring Island Office - Request For 
Decision 

 
_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 7 of 8 
The Director of Legislative and Information Services reviewed the Request 
For Decision with the Committee, noting there is a deputy secretary for each 
of the Islands Trust offices and that, once a new person is appointed, the 
former appointment becomes null.  
EC-2025-142 
It was MOVED and SECONDED, 
that the Executive Committee appoint Legislative Clerk, Britt 
Holowaty, as Deputy Secretary for the Salt Spring Island Office.  
    CARRIED 
12. CORRESPONDENCE - None  
13. WORK PROGRAM 
13.1 Review and amendment of current work program 
A question was raised regarding whether Item 1 on the Work Program would go to 
Trust Council to determine if it is still required. 
Staff reminded the Committee that, at the last Executive Committee meeting, it had 
been decided that the item would be forwarded to Trust Council for discussion. 
By general consent the work program was received for information.  
14. NEXT MEETING 
The next Executive Committee meeting will take place in-person at the Islands Trust Victoria 
Office on Wednesday, November 19, 2025 at 9:15 a.m. 
15. CLOSED MEETING 
The Chair indicated that a rise and report will be made at the next scheduled meeting, if 
necessary.  
EC-2025-143 
It was MOVED and SECONDED, 
that the meeting be closed to the public subject to Sections 90(1)(a)(c) and (i) of the 
Community Charter in order to consider matters related to personal information 
about an identifiable individual who holds or is being considered for a position as an 
officer, employee or agent of the Islands Trust or another position appointed by the 
Islands Trust; labour relations or other employee relations; and, the receipt of 
advice that is subject to solicitor-client privilege, including communications 
necessary for that purpose; and that staff attend the meeting. 
CARRIED 
The meeting was closed to the public at 11:33 a.m. and reopened at 1:48 p.m. 
By general consent item 9.1 was forwarded to Trust Council. 
16. ADJOURNMENT 
By general consent the meeting adjourned at 1:50 p.m. 

 
_____________________________________________________________________________________________________ 
Executive Committee 
Minutes of a Regular Meeting 
October 29, 2025     ADOPTED                               Page 8 of 8 
 
_________________________ 
Laura Patrick, Chair 
  
CERTIFIED CORRECT: 
_________________________ 
Alexandra Trifonidis, Executive Coordinator and Recorder